Administrative Assistant – Accounts & Compliance
Reports To: Accounts & Compliance Officer
Full-Time Position Summary
Oxford Management is seeking a highly organized, detail-oriented Administrative Assistant to support the daily administrative and financial operations of our growing property management company. This position works closely with the Accounts & Compliance Officer and property management team to ensure accurate recordkeeping, maintain organized documentation, support compliance initiatives, and provide exceptional service to residents, vendors, and internal staff.
The Administrative Assistant will perform a variety of administrative and accounting support functions, including maintaining tenant and owner records, processing routine financial transactions, coordinating documentation, assisting with compliance audits, and supporting office operations. The ideal candidate is dependable, organized, and able to manage multiple priorities while maintaining accuracy, professionalism, and confidentiality.
Essential Responsibilities
- Provide administrative support to the Accounts & Compliance Officer and property management team.
- Maintain organized electronic and physical files, ensuring documentation is complete, accurate, and compliant with company policies.
- Audit lease files and required documentation for completeness and compliance.
- Assist with tenant move-in and move-out documentation and account updates.
- Coordinate with property managers regarding tenant accounts, security deposits, lease documentation, and administrative needs.
- Monitor delinquent accounts and assist with collections as directed.
- Respond to tenant, owner, and vendor inquiries regarding account information, payments, and general administrative matters.
- Prepare, distribute, and file notices, invoices, statements, correspondence, and other documents.
- Assist with accounts payable and accounts receivable processing.
- Process rental payments and accurately apply payments to tenant accounts.
- Enter and maintain accurate tenant, vendor, and financial records within company software systems.
- Assist with monitoring delinquent accounts and collections activities, including payment plan documentation.
- Complete special projects, data entry, and other administrative duties as assigned.
Qualifications
- Associate degree in Business, Office Administration, Accounting, or a related field preferred; equivalent work experience will be considered.
- Previous administrative, office support, bookkeeping, or property management experience preferred.
- Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
- Experience with property management or accounting software is a plus.
- Excellent organizational and time-management skills.
- Strong attention to detail and accuracy.
- Ability to maintain confidentiality and handle sensitive information.
- Excellent verbal and written communication skills.
- Strong customer service skills with a professional and positive attitude.
- Ability to work independently while collaborating effectively with a team.
Desired Skills
- Strong organizational and multitasking abilities.
- Excellent document management and recordkeeping skills.
- Ability to prioritize competing deadlines in a fast-paced environment.
- Problem-solving mindset and attention to detail.
- Adaptability and willingness to learn new systems and processes.
- Dependable, ethical, and accountable.
- Basic understanding of accounting principles is helpful but not required.
Benefits
- Competitive pay based on experience
- Paid time off
- Health, dental, and vision insurance (if applicable)
- Retirement plan
Pay: $15.00 - $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
