As a Real Estate Property Management Secretary, your primary responsibility will be to provide administrative support to the property management team. You will assist in the smooth operation and efficient management of various real estate properties. Your role will involve handling various administrative tasks, ensuring effective communication between different stakeholders, and maintaining accurate records and documentation related to property management activities.

Key Responsibilities:

Administrative Support: Perform general clerical duties such as answering phone calls, responding to emails, and managing correspondence.
Schedule appointments, meetings, and property showings, and maintain calendars for the property management team.
Prepare and distribute memos, letters, reports, and other documents as required.
Maintain and organize electronic and physical filing systems for property-related documents and records.

Tenant and Owner Relations: Assist in handling tenant inquiries, concerns, and complaints, and direct them to the appropriate property management staff.
Coordinate lease agreements, applications, and renewals, ensuring all necessary documentation is completed accurately and in a timely manner.
Collect and process rental payments and maintain detailed financial records.
Facilitate communication between property owners and tenants, ensuring timely responses and addressing any issues or requests.

Property Maintenance and Inspections: Coordinate property maintenance and repair requests from tenants and owners, ensuring timely resolution.
Schedule and coordinate property inspections, both routine and move-in/move-out inspections.
Maintain records of maintenance and repair activities, including invoices, work orders, and warranties.

Vendor and Supplier Management: Assist in managing relationships with vendors and suppliers, including obtaining quotes, placing orders, and tracking deliveries.
Process invoices and ensure timely payment to vendors and suppliers.
Maintain an updated database of vendors and suppliers, including contact information and service history.

Financial Administration: Assist in preparing and maintaining financial reports, budgets, and expense records.
Collaborate with the accounting department to ensure accurate and timely recording of financial transactions.
Assist in rent collection, tracking late payments, and issuing notices as required.

Qualifications and Skills:

• High school diploma or equivalent; additional relevant certifications or courses are a plus.
• Previous experience in administrative or secretarial roles, preferably in a real estate or property management setting.
• Proficient computer skills, including knowledge of office software (e.g., Microsoft Office Suite, property management software).
• Excellent organizational and time management skills with the ability to prioritize tasks effectively.
• Strong communication skills, both written and verbal, to interact with tenants, owners, and various stakeholders.
• Attention to detail and accuracy in maintaining records and documentation.
• Ability to handle confidential information with professionalism and discretion.
• Familiarity with property management regulations, leasing procedures, and tenant-landlord laws is desirable.

Job Type: Part-time

Pay: From $15.00 per hour

Expected hours: 30 per week

Schedule:

• Day shift

Experience:

• Office management: 2 years (Required)

License/Certification:

• Driver's License (Required)

Work Location: In person