Job Description

Job Description

Job Description

Position Summary:
The Administrative Assistant plays a vital role in supporting the daily operations of a property management team. Key responsibilities include managing multi-line phone systems, greeting visitors, and maintaining general office functions. This role provides essential support to the Property Management team by processing invoices, managing reports, and assisting with various property-related tasks such as rent collection and billbacks. Success in this position requires strong organizational skills, professionalism, and the ability to handle multiple responsibilities efficiently.

Experience in real estate and familiarity with property management software such as Yardi and MRI are preferred.

Essential Duties & Responsibilities:

• Answer phones, greet visitors, and manage office communications.
• Update and maintain email distribution lists.
• Monitor visitor access and issue parking passes as needed.
• Manage conference room calendars.
• Receive, sort, and route mail.
• Order, receive, and maintain office and kitchen supplies.
• Process invoices promptly and accurately, ensuring compliance with approval procedures.
• Update electronic filing systems for property documentation.
• Maintain work order systems (e.g., Angus) and track progress.
• Assist with budget preparation and tracking.
• Collect and track Certificates of Insurance (COIs) from tenants and vendors.
• Support the Property Management team with monthly tasks, including rent processing, report generation, invoice coding, and billback creation.
• Perform general clerical duties such as filing, photocopying, and collating documents.

Qualifications & Experience:

• Bachelor’s degree or equivalent experience in real estate or administrative roles.
• Proficiency with Microsoft Office Suite.
• Experience with work order systems (e.g., Angus) and invoice processing.
• Strong organizational, time management, and professional skills.

Core Competencies:

• Attention to Detail: Demonstrates accuracy and thoroughness; seeks ways to improve quality.
• Planning & Organization: Uses time effectively; sets goals and plans resources accordingly.
• Judgment: Makes sound decisions; supports reasoning; involves appropriate stakeholders; acts promptly.
• Professionalism: Maintains tactful communication; handles pressure well; respects others; accepts responsibility; follows through on commitments.

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