Company Overview
Urbaniqa Property Solutions is dedicated to delivering premium, hospitality-inspired property management services. We focus on providing exceptional concierge, janitorial, and on-site support for residential condominiums and commercial buildings, aiming to elevate living and working environments through operational excellence and a warm, professional approach.
Position Overview
We are seeking a highly organized, professional, and service-oriented Administrative Assistant to support the day-to-day operations of a condominium building in Washington, DC.
The Administrative Assistant will serve as an important point of contact for residents, guests, vendors, contractors, and building management. This position will provide administrative and operational support to the Property Manager and assist with maintaining a well-organized, responsive, and welcoming environment for residents.
The ideal candidate is dependable, detail-oriented, personable, and comfortable handling multiple priorities in a busy residential environment. Strong communication skills and a professional, customer-service-oriented approach are essential.
Key ResponsibilitiesAdministrative Support
- Provide daily administrative support to the Property Manager and building management team.
- Answer phones, respond to emails, and direct inquiries to the appropriate person.
- Maintain organized digital and physical files, records, forms, and building documentation.
- Prepare correspondence, notices, reports, spreadsheets, and other administrative materials.
- Assist with scheduling meetings, inspections, deliveries, maintenance appointments, and vendor access.
- Maintain calendars and assist with coordinating building activities and deadlines.
- Track resident requests, follow-ups, and outstanding items to ensure timely resolution.
- Assist with preparing materials and notices for condominium board meetings and resident communications.
Resident & Guest Services
- Serve as a friendly and professional point of contact for residents and their guests.
- Respond to resident questions and requests promptly and professionally.
- Assist residents with building procedures, amenity reservations, move-ins, move-outs, deliveries, and other administrative matters.
- Maintain accurate resident and unit information in building management systems.
- Help communicate building policies, rules, maintenance schedules, and operational updates.
- Handle sensitive resident information with discretion and confidentiality.
Building Operations
- Assist with coordinating access for contractors, vendors, maintenance personnel, and other service providers.
- Maintain logs for deliveries, contractor visits, maintenance requests, inspections, and other building activities.
- Assist with tracking work orders and following up with vendors when necessary.
- Help monitor common-area issues and report maintenance, cleanliness, or safety concerns to management.
- Assist with move-in and move-out coordination and documentation.
- Support building management with inspections, projects, events, and special assignments.
- Help ensure that building records and operational documentation remain current and organized.
Vendor & Financial Administration
- Assist with collecting and organizing vendor invoices, proposals, certificates of insurance, and other documentation.
- Track vendor contracts, service schedules, and renewal dates.
- Assist the Property Manager with purchase orders, invoices, and administrative accounting tasks.
- Maintain organized records of vendor communications and service history.
- Follow up with vendors regarding outstanding documentation or service issues.
Qualifications
- 1–3 years of experience in an administrative, property management, hospitality, office management, or customer service role preferred.
- Experience working in a condominium, residential building, hotel, property management company, or similar environment is a plus.
- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- Professional and personable demeanor.
- Ability to prioritize multiple tasks and work independently.
- Strong attention to detail and follow-through.
- Proficiency with Microsoft Office, Google Workspace, and standard office technology.
- Ability to learn property management and resident management software.
- Ability to handle confidential information professionally.
- Reliable, punctual, and responsive.
- Comfortable interacting with residents, vendors, contractors, board members, and building staff.
Preferred Qualities
The ideal candidate will be:
- Service-oriented: Takes pride in providing excellent resident service.
- Organized: Keeps records, schedules, and follow-ups accurate and up to date.
- Proactive: Identifies issues and follows through without needing constant direction.
- Professional: Represents the building with a polished and courteous demeanor.
- Calm under pressure: Can manage competing priorities and unexpected situations.
- Detail-oriented: Notices small issues before they become larger problems.
- Team-oriented: Works effectively with property management, maintenance, concierge, security, and outside vendors.
Schedule
The position is generally Monday through Friday during regular business hours. Occasional flexibility may be required for condominium board meetings, building events, inspections, emergencies, or other operational needs.
Compensation & Benefits
- Competitive salary based on experience
- Paid time off
- Paid holidays
- Health and other benefits, depending on eligibility
- Opportunities for professional growth within the property management organization
Physical & Work Environment
This position is primarily based within a condominium building and involves regular interaction with residents, vendors, contractors, and building staff. The employee may occasionally need to walk throughout the building, inspect common areas, assist with deliveries or documentation, and coordinate building operations.
Equal Opportunity
We are committed to providing an inclusive and professional workplace. Employment decisions are made based on qualifications, experience, and business needs.
Pay: $19.00 - $24.00 per hour
Benefits:
- Professional development assistance
Work Location: In person
