Administrative Assistant provides essential administrative support, involving a variety of office tasks, such as managing communications, coordinating schedules, organizing and maintaining records, and other duties in support of the Director. Must be able to work flexible office hours (early and late) as necessary to meet the scheduling needs of the department.
Essential Duties and Responsibilities
The Administrative Assistant will conduct all business in accordance with company policies and procedures, and state and federal laws (OSHA, ADA and Fair Housing).
Handle incoming calls, emails, and correspondence, directing them to the appropriate team members.
Assist the Director, as needed, to ensure that properties are serviced, maintained and operated at a level that meets the company’s objectives and causes tenants to be satisfied and inclined to continue as tenants
Enter and track information in RealPage system and pull reports needed for department
Process credit card receipts and allocate expenses to properties and financial accounts
As directed, communicate with maintenance staff and property management team
Respond to tenant inquiries (via in person, phone, email, fax etc…) and direct to proper department in a timely manner
Create letters, forms and other paperwork as needed
Assist with office tasks such as filing, data entry and ordering support.
Fully proficient use of property management software (RealPage) to complete assigned work.
Track work progress, enter information and pull reports
May handle tenant escalations on work orders and satisfaction; answer questions
Attend department meetings, take notes and follow up as directed
Other duties as assigned
Minimum Qualifications
Two (2) years of administrative office experience; some property management experience preferred.
Proficiency with property management software (RealPage)
Bi-lingual (English//Spanish)
Excellent computer skills
Proficiency with Microsoft Office 365 (Word, Excel, Outlook and Teams)
Able to create and manage intermediate to advanced Excel spreadsheets
Exceptional interpersonal, verbal, and written communication skills
Customer service orientation
Ability to multi-task and be organized is critical to the success of the position
Able to work varied schedule (some early and late work hours)