Small property management firm is seeking an Administrative Assistant to join our team in the corporate office. This position is responsible for providing exemplary customer service to guests and residents and to perform a variety of administrative and clerical tasks. Administrative Assistant receives and greets visitors; directs visitors to appropriate department and provides general information regarding properties. Receives incoming calls and takes telephone messages for staff when requested. Receives, sorts and distributes incoming mail. Responsible for general maintenance of reception area and shared office equipment. Ultimately, a successful Administrative Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

• Open and close office

• Answer phones and direct calls

• Greet visitors

• Retrieve, sort and distribute mail

• Collect rent payments and write receipts

• Maintain office equipment

• Support other departments when necessary

• Contact utility companies to start or stop service as needed

• Collect utility data for Benchmarking

• Code invoices and enter A/P invoices

• Record maintenance requests and work with PM to resolve

• Schedule appointments with tenants with contractors

• Assist in leasing process for standalone properties as needed

• Work with housing inspectors for initial and annual inspections

• Initiate legal actions when necessary

Requirements

• Proven experience as an Administrative Assistant or Office Admin Assistant

• Knowledge of office management systems and procedures

• Working knowledge of office equipment

• Proficiency in MS Office (Word, PowerPoint and Excel, in particular)

• Ability to work independently

• Excellent time management skills and the ability to prioritize work

• Attention to detail and problem solving skills

• Excellent written and verbal communication skills

• Strong organizational skills with the ability to multi-task

• Experience with property management firm will be a plus