Administrative Assistant

Job Summary:

The Administrative Assistant serves as the first point of contact for building tenants, contractors, managers, and visitors. This role requires strong customer service and organizational skills, including handling calls, scheduling, document production, and coordinating meetings.

Key Responsibilities:

Administration:

• Process invoices through Yardi and assign correct accounting codes.
• Coordinate tenant security access cards for all building areas.
• Maintain tenant records, reports, and administrative filing systems.
• Assist the property manager in implementing company policies.
• Maintain the property management calendar and building website.
• Assist security in granting contractor access.
• Prepare building inspection and status reports.
• Handle incoming service requests and distribute to the appropriate personnel.
• Sort and distribute incoming mail and assist with leasing tours.
• Plan and implement tenant events.

Accounting & Reporting:

• Assist in preparing and distributing monthly and quarterly reports.
• Input data into operating and capital budgets.

Insurance Management:

• Maintain insurance records for tenants and vendors.
• Notify tenants and vendors about insurance expirations.
• Assist in preparing loss prevention reports.

Tenant Relations:

• Foster positive relationships with tenants through excellent service.
• Assist with tenant move-ins and move-outs.
• Maintain tenant contact lists and directory information.
• Support tenant recycling programs and facility access.

Preferred Qualifications:

(Any additional skills or experience that would be beneficial?)

• Associate’s or Bachelor’s degree in Business Administration or a related field.
• Experience working in property management or real estate.
• Knowledge of Yardi, MRI, or similar property management software.
• Experience with event planning and coordination.
• Strong problem-solving and conflict-resolution skills.

Qualifications:

• Minimum 3 years of administrative experience required.
• High school diploma required.
• Real estate experience is a plus.
• Strong customer service and organizational skills.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong written and verbal communication skills in English.
• Ability to manage multiple tasks efficiently.
• Ability to lift up to 20 lbs and perform occasional physical tasks (stooping, kneeling, crouching).

How to Apply: Submit your application today!