Administrative Assistant - Property Management (2 years of experience preferred). However, we will train the right person in lieu of experience. Entry level graduates are strongly encouraged to apply.

Qualifications

● English (Required)

● Work authorization (Required)

● Data Analysis skills: 2 years (Required)

● Canva 2 years (Required)

● Google Sheets & Doc: 2 years (Required)

● Microsoft Office: 2 years (Required)

● Microsoft Excel: 2 years (Required)

● Microsoft Outlook: 2 years (Required)

● Spanish (Preferred)

Full Job Description

We are a Property Management company that oversees and manages a portfolio of multi-family rental properties in Essex County.

We are looking for a motivated, self-starter to join our team as a Property Management Administrative Assistant to assist with tenant customer service, maintenance coordination for our current and prospective tenants, and the process of apartment leasing (both new leases and renewals).

The main responsibilities for this role include tenant relations, maintenance coordination, and managing leasing coordination (both new leases and renewals). Our ideal Administrative Assistant candidate has a problem-solving attitude and strong interpersonal skills. Ultimately, you should be able to ensure accuracy, efficiency, and follow-through throughout our entire leasing and maintenance coordination process.

Responsibilities of the Administrative Assistant

● Tenant Relations - general customer service including communicating with tenants by phone and email

● Answer phones and greet visitors

● Schedule appointments and maintain calendars

● Schedule and coordinate staff and other meetings

● Collate and distribute mail

● Prepare communications, such as memos, emails, invoices, reports, and other correspondence

● Create and maintain filing systems, both electronic and physical

● Manage accounts and perform bookkeeping

● Communicate with vendors regarding all aspects of building maintenance and emergency service calls.

● Investigate and assist in the resolution of all tenant complaints, disturbances, and violations.

● Answer and route phone calls/emails from clients, tenants, vendors, and contractors to the appropriate contact within property management and/or dispatch field personnel based on immediate needs.

● Placing orders online for Contractor material requirements

● Communicate with utility companies to have utilities turned on and off in a timely manner, as well as setting up new service

● Assist Manager with compiling invoices and assist in resolving any billing discrepancies involving third party contractors.

● Maintain maintenance logs and assist manager in compiling monthly reports.

● Assist with completion of zoning and occupancy permit applications and OPRA requests for submission to townships related to purchases and tenant move-ins; work with township to resolve questions regarding tenant operations and secure necessary approvals.

● Assist in preparation of construction permit application filings; prepare paperwork for post-construction inspections and disseminate to contractors, tenants, and other parties.

● Maintenance Coordination - receiving, documenting, and following up on tenant maintenance requests

● Leasing Office Admin - lease preparation and lease renewal preparation

● Administrative Support - data entry, mailings, maintaining orderly filing system

● Stay updated on industry and legislative changes

Skills

● Strong interpersonal skills including the ability to communicate clearly and effectively both orally and in writing

● Computer Skills: MS Office- familiarity with Excel, Outlook, Word, OneSite

● Strong attention to detail

● Analytical skills along with the ability to create and present detailed reports

● Negotiation skills

● Problem-solving attitude

● Ability to multi-task

● Confidentiality

● Ability to multi-task, meet frequent deadlines, prioritize and have strong organization, time management and problem-solving skills.

● Comfortable with communicating and interacting effectively with all company personnel and tenants.

● Strong administrative and customer service skills

● Strong computer skills with knowledge of Microsoft Office Suite (Office 365).

● Knowledge of property management software systems is a plus

● Reliable, on-time attendance

Job Type: Full-time

Pay:

Schedule:

● 8 hour shift

● Day shift

● Monday to Friday

● Weekend availability

Ability to commute/relocate:

● Drivers License (Required)

● Reliable transportation before starting work (Required)

Experience/Education:

● Analysis skills: 2 years (Required)

● Microsoft Office: 2 years (Required)

● Microsoft Excel: 2 years (Required)

● Microsoft Outlook: 2 years (Required)

● Residential and/or commercial property management experience. (Preferred)

● Associates Degree in Business (Preferred)

● Experience working with lenders (Bonus)

Language:

● English (Required)

● Spanish (Preferred)

Work Location: In person, Newark, NJ

Job Type: Full-time

Salary: From $38,000.00 per year

Benefits:

· Health insurance

· Paid time off

Schedule:

· 8 hour shift

Ability to commute/relocate:

· Newark, NJ 07107: Reliably commute or planning to relocate before starting work (Required)