Description
Join our dynamic team as an Administrative Assistant and become an integral part of our mission to deliver unparalleled service in property management. We are seeking a detail-oriented individual with excellent organizational skills to provide vital support to our operations. As an Administrative Assistant, you will play a crucial role in ensuring smooth day-to-day operations by assisting with administrative tasks, coordinating schedules, and facilitating communication between departments and clients. If you thrive in a fast-paced environment, possess exceptional multitasking abilities, and are dedicated to delivering exceptional customer service, we invite you to apply and embark on an exciting journey with us.
Responsibilities
Property Operations Support:
•Assist in the day-to-day management of properties, including coordinating maintenance activities, resolving tenant issues, and ensuring property compliance with regulations.
•Support the Property Manager in overseeing property operations and implementing efficient processes to streamline workflows.
Tenant Relations and Leasing Support:
•Serve as a point of contact for tenant inquiries, requests, and complaints, providing prompt and courteous assistance.
•Assist with leasing activities, such as processing rental applications, and preparing lease agreements.
•Support the lease renewal process by communicating with tenants, and ensuring timely renewal documentation.
Administrative Tasks and Documentation:
•Maintain accurate records of tenant communications, lease agreements, maintenance
•requests, and other relevant documentation.
•Assist with the preparation and distribution of tenant correspondence, notices, and
•announcements.
•Manage property-related paperwork, including lease files, vendor contracts, invoices, and insurance certificates.
Financial Management Assistance:
•Assist in preparing and managing property budgets, tracking expenses, and analyzing financial performance.
•Support financial reporting activities by compiling data, preparing reports, and analyzing variances against budgetary goals.
Marketing and Tenant Communication:
•Assist with marketing efforts to attract and retain tenants, including creating promotional materials, updating property listings, and managing online rental platforms.
•Communicate regularly with tenants to provide updates, announcements, and information about property events or maintenance activities.
Owner and Stakeholder Communication:
•Assist in maintaining positive relationships with property owners, investors, and stakeholders by providing regular updates and responding to inquiries.
•Support the preparation and presentation of property reports, financial analyses, and performance metrics to stakeholders.
•Collaborate with the Property Manager to address owner requests, concerns, and strategic initiatives.
Transaction Management:
•Coordinate all aspects of the real estate transaction process from contract to closing.
•Facilitate communication between buyers, sellers, real estate agents, lenders, title companies, and other parties involved in the transaction.
•Ensure all necessary documents, disclosures, and paperwork are completed accurately and submitted on time.
•Review lease agreements and addendums, and property management agreements to ensure compliance with regulations.
•Provide support and guidance to clients throughout the transaction process, addressing questions and concerns as they arise.
•Maintain organized transaction files, both electronically and physically, ensuring all documents are properly filed and accessible.
•Ensure confidentiality and security of sensitive client information and transaction documents.
Client Relationship Management:
•Build and maintain positive relationships with clients, providing exceptional customer service and support throughout the transaction.
•Address client inquiries, concerns, and requests promptly and professionally.
•Solicit feedback from clients to identify areas for improvement and enhance the overall transaction experience.
Administrative Support:
•Provide general administrative support to real estate agents and brokers, including scheduling appointments, preparing documents, and managing correspondence.
•Assist with marketing activities, such as creating listing materials, coordinating open houses, and managing online listings.
•Perform other administrative tasks and duties as assigned by management.
Qualifications
•Excellent Organizational Skills: Ability to manage multiple tasks efficiently, prioritize workload, and maintain attention to detail amidst competing demands.
•Strong Communication Skills: Proficiency in written and verbal communication to effectively interact with tenants, property owners, vendors, and team members.
•Customer Service Orientation: A dedication to providing exceptional service to clients, tenants, and colleagues, with a friendly and professional demeanor.
•Proficiency in Office Software and Quickbooks: Familiarity with office software such as Microsoft Office Suite (Word, Excel, Outlook) and property management software (e.g., Yardi, AppFolio) for data entry, scheduling, and document management.
•Problem-Solving Abilities: Capacity to identify issues, propose solutions, and handle unexpected situations with resourcefulness and composure.
•Adaptability: Willingness to learn and adapt to new procedures, software, and industry regulations as they evolve.
•Confidentiality and Integrity: Ability to handle sensitive information with discretion and maintain the highest standards of professionalism and ethics.
•Previous Experience: While not always required, prior experience in an administrative role, preferably within property management or a related field, can be advantageous.
•Attention to Detail: A meticulous approach to tasks such as record-keeping, lease agreements, and property documentation to ensure accuracy and compliance.
•Time Management Skills: Capacity to meet deadlines, manage appointments, and assist with scheduling for property inspections, maintenance, and tenant interactions.
•Knowledge of Property Management: Basic understanding of property management principles, leasing procedures, tenant relations, and relevant legal regulations can be beneficial.