POSITION: Office Administrator / Assistant to Broker
POSITION TYPE: Part-time – Hourly
HOURS: Monday thru Friday – Flexible - 9:00 am to 1:00 pm
Emergency Hours
SALARY: $15 - $19 hourly
As Office Administrator and Assistant to Broker with direct supervision of the Broker:
OFFICE ADMINISTRATOR DUTIES & RESPONSIBILITIES:
Coordinate and oversee daily office operations to ensure efficiency and productivity.
Maintain inventory and ordering of office supplies and equipment.
Answer incoming calls, route messages, and respond to inquiries professionally.
Coordinate insurance renewals for associations and managed properties.
Schedule and manage meetings (both virtual via Zoom and in-person).
Provide administrative support to staff as needed.
Attend all meetings, take accurate minutes, and distribute them promptly.
Draft, edit, and send professional emails, letters, and other correspondence.
Perform general clerical duties, including filing, copying, and mailing.
Monitor and respond to emails during out-of-office hours as necessary.
Manage and prioritize multiple shared email inboxes.
ASSISTANT DUTIES:
Maintain and organize current property management and association agreements.
Oversee and process insurance renewals for managed properties and associations.
Assist with property maintenance requests, generate work orders, and coordinate with vendors and tenants or owners for timely service.
Track and follow up on compliance violations until resolved, including drafting and sending notices.
Review and understand CC&Rs (Covenants, Conditions & Restrictions).
Maintain and update real estate state logs.
Serve as a liaison between tenants and vendors, ensuring professional and efficient communication.
Process and track payables; ensure all invoices are properly approved before submission to accounting.
Maintain accurate and up-to-date records in property management folders and files.
Oversee key management system:
o Track checked-out keys and ensure timely return.
o Periodically inspect the master key box to verify completeness and accuracy.
MARKETING SUPPORT:
Collaborate with the property management team to create and update marketing materials.
Enter and maintain property listings on appropriate listing services.
Research and verify property details across listing platforms.
TECHNOLOGY & SOFTWARE PROFICIENCY:
Familiarity with property management software such as AppFolio.
Proficient in Microsoft Office Suite (Outlook, Word, Excel, Publisher)
Comfortable using virtual meeting platforms like Zoom and Google Meet
Experience managing shared cloud storage (Dropbox, Google Drive)
QUALIFICATIONS:
Exceptional written and verbal communication skills.
Highly organized with keen attention to detail.
Strong customer service orientation with a professional demeanor.
Effective time management skills with the ability to multitask and prioritize.
Analytical thinker with strong problem-solving abilities.
Ability to work independently and collaboratively in a fast-paced environment.
Discretion and integrity in handling confidential information.
SOFT SKILLS & ATTRIBUTES:
Positive, solution-oriented mindset
Flexibility and willingness to wear multiple hats
Commitment to confidentiality and professionalism
Friendly, approachable, and reliable team member
Strong sense of accountability and initiative
EDUCATION & EXPERIENCE:
High school diploma or equivalent required; some college preferred.
Previous experience in office administration, property management, or marketing is preferred.
Demonstrated ability to manage administrative tasks with precision and accountability.
PERFORMANCE EXPECTATIONS:
Timely and accurate completion of work orders and follow-ups
Meet deadlines for reports, budgets, and correspondence
Maintaining organized and audit-ready files
Professionally handle owner, tenant, and vendor communications
Responsiveness to emails and calls within 24 hours
WORK ENVIRONMENT & PHYSICAL DEMANDS:
Primarily office-based, with occasional property site visits
Must be able to sit, stand, and use a computer for extended periods
Light lifting (office supplies, files) may occasionally be required