We are seeking a reliable and detail-oriented Reception & Property Assistant to support daily operations of our property management team. This individual will serve as the first point of contact for tenants and visitors, coordinate maintenance scheduling, and assist with key property management tasks. The ideal candidate is organized, customer-service focused, and able to handle a variety of administrative responsibilities in a fast-paced environment.
Key Responsibilities:
Reception & Office Administration
Greet and assist clients, tenants, vendors, and guests in a professional and welcoming manner
Answer and direct phone calls, emails, and walk-in inquiries
Receive and distribute mail, packages, and deliveries
Maintain a clean and organized front desk and common areas
Track office inventory, order supplies, and coordinate maintenance of office equipment
Schedule meetings, prepare agendas, and distribute meeting minutes as needed
Perform general administrative and clerical support including filing, document retrieval, and correspondence
Maintenance Coordination
Receive and log maintenance and repair requests from tenants
Schedule and communicate with vendors and maintenance staff
Track and follow up on work order completion using property management software
Notify tenants of maintenance schedules, access notices, and delays
Maintain accurate records of service history and vendor performance
Property Management Support
Assist property manager with lease renewals, notices, and tenant communication
Help coordinate inspections, move-ins, and move-outs
Maintain up-to-date tenant records, lease documentation, and contact information
Assist in rent tracking and send payment reminders or late notices as directed
Prepare reports, spreadsheets, and documentation as needed for property operations
Tenant Relations
Act as a first point of contact for tenant concerns and route issues to the appropriate team
Provide exceptional customer service through prompt and courteous communication
Coordinate with third-party vendors and contractors to ensure timely service delivery
Compliance & Documentation
Ensure maintenance work, vendor contracts, and inspections are properly documented
Support regulatory compliance efforts and assist with preparation for audits or licensing reviews
Maintain confidentiality and proper handling of sensitive tenant and financial information
Requirements:
Skills & Abilities:
Strong verbal and written communication skills
Excellent interpersonal and customer service abilities
Proficient in Microsoft Office Suite and basic office technologies
Highly organized with strong attention to detail
Ability to prioritize tasks and work independently
Basic knowledge of property management or facility coordination preferred
Education & Experience:
Associate’s degree required; Bachelor’s degree in a related field preferred
3–5 years of administrative or property management experience strongly preferred
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer
Must be able to lift up to 15 pounds occasionally