We are a professional property management company looking to hire an Administrative Assistant to support our Property Supervisor. This role involves assisting the Property Supervisor with all documentation related to the assigned building, including leases, memos, purchase orders, vendor quotes, and weekly reports. Additionally, the Administrative Assistant will serve as a primary point of contact and provide guidance to Resident Managers regarding the property portfolio, as well as help implement company policies and procedures from our corporate office on a daily basis.
Responsibilities & Duties:
Oversee and coordinate resident move-ins and move-outs, and responding to resident special request
Tenant Relations
Follow up with managers regarding invoices, vacant units, tenant issues, leases on hold, work orders, anything building related
Compile Legal documents for the preparation of eviction proceedings
Prepare all correspondence (i.e., letters, memos, three-day notices) for Properties
Prepare & Submit estimates for properties from vendors
Processing Purchase Orders every day
Initiate leases and making sure all information are accurate
Ensure all corresponding paperwork (i.e., purchase orders, maintenance requests, etc.) are completed and input to AppFolio Property Management System accurately and on a timely basis.
Preparation of weekly reports: including accurate up to date information (i.e., vacancies, delinquencies, etc.)
Special Projects (i.e., Discovery/Legal, Ordinance, Low-income Renewals)
Constant communication with supervisor with tenant issues, estimates, building updates, etc.
Update & Maintain accurate rent roll report in AppFolio Property Management System.
Corresponding with property owners for approvals as needed
Making sure all deadlines are met. (i.e., reports, building updates, city inspections, insurance inspections, etc.)
Assist in the training and guidance of resident managers on relevant policies and procedures as needed or requested
Perform other duties as assigned
Minimum Qualifications:
Excellent written and verbal communication skills
Ability to manage multiple priorities and meet deadlines in a timely manner
Must have proficient computer skills and the ability to maneuver a variety of systems and programs
Ability to handle heavy phone lines and multiple tasks simultaneously
Ability to take charge & make sound decisions
Experience working as part of a team, while also demonstrating initiative and ability to work independently.
Satisfactorily fulfill the requirements for employment, references, etc.
Experience working with AppFolio Property Management System preferred
Knowledge of property management, or related industry preferred