Job Summary
We are seeking a dynamic and detail-oriented Administrative Assistant to join our team. In this vital role, you will be the backbone of daily office operations working with the Operations Manager, ensuring smooth administrative workflows for the office and and efficient maintenance administrative support. Your energetic approach and organizational skills will help foster a productive environment, providing exceptional support to staff. This position offers an exciting opportunity to contribute to a well-organized, welcoming workplace while honing your office assistance expertise.
Responsibilities
- Front office operations to include, greeting visitors and directing them appropriately with excellent customer service. Communicating with office staff on arrival of clients for scheduled appointments.
- Perform clerical duties such as handling daily mail, filing, sorting, scanning, managing google drive files with property data, phone calls to utility companies, vendors and clients as needed, proofreading documents, and managing correspondence to ensure organizational efficiency.
- Maintain accurate data entry records using Microsoft Office, Google Workspace, Excel and Appfolio for bookkeeping and administrative tasks. Data entry of incoming bills to our accounting software. Reconcile credit card receipts with statements. Track renters insurance using software program.
- Assign & Schedule Maintenance staff for daily work orders. Follow up with maintenance staff on outstanding work orders to get them completed in timely manner with communications to tenants on service and pending maintenance concerns . Reconcile maintenance receipts to system records, set up maintenance items for billing. Set up maintenance vendor appointments when needed. Coordinate and schedule inspections.
- Oversee calendar management and scheduling for office meetings and maintenance appointments.
- Coordinate office supplies inventory and assist with basic maintenance requests to keep the workspace functional and welcoming.
- Support office management tasks including document preparation, record keeping, and supporting team members with administrative needs.
Skills
- Proficiency in Microsoft Office Suite (Word, Excel ) and Google Workspace tools for seamless document creation and communication.
- Strong organizational, communication, & multitasking skills with the ability to prioritize tasks effectively in a fast-paced environment.
- Excellent customer service, phone and texting etiquette with experience in handling customer support interactions.
- Bilingual abilities are highly valued to assist diverse staff and visitors efficiently but not required.
- Demonstrated clerical experience including data entry, filing, proofreading, and calendar management.
- Familiarity with Appfolio Software is a plus but not required.
- Proven office management skills with the ability to juggle multiple responsibilities while maintaining attention to detail.
- Strong computer literacy combined with time management skills to ensure timely completion of tasks.
- Join us in creating a vibrant office environment where your proactive approach makes a difference! We’re committed to supporting your growth as you help maintain an organized, efficient workplace that fosters collaboration and excellence. This position has advancement potential.
Pay: $20.00 - $25.00 per hour
Expected hours: 40.0 per week
Benefits:
Experience:
- Office: 2 years (Required)
Work Location: In person
