Administrative Assistant Finance

Administrative Assistant – Position Summary

The Administrative Assistant is responsible for providing comprehensive administrative and clerical support to ensure the efficient operation of daily office functions. This role supports supervisors, Community Managers, and staff by handling a variety of administrative tasks, maintaining organized records, and delivering excellent customer service to homeowners and vendors.

Key Responsibilities

• Perform a wide range of administrative and clerical duties including filing, scanning, and maintaining document management systems.
• Manage monthly collection procedures for HOA portfolios and coordinate with collection attorneys as needed.
• Draft and compose professional correspondence addressing homeowner questions and concerns.
• Project a professional image through demeanor, attire, and consistent attendance.
• Answer, screen, and route telephone calls; respond to routine inquiries, including resident ledger questions.
• Prepare and distribute invoices, reports, memos, letters, financial statements, and other documents using Microsoft Office applications.
• Manage general office operations such as ordering supplies and maintaining records management systems.
• Assist with the coordination of logistics for special events, meetings, and departmental functions.
• Recommend process improvements to management related to workflow and reporting procedures.
• Supervise, train, and provide guidance to junior administrative staff, as needed.
• Process and submit expense reports.
• Perform additional administrative tasks and special projects as assigned.

Job Requirements

• Education: Associate degree or equivalent required.
• Experience: 2–4 years of administrative support experience.
• Proficiency in Microsoft Word, Excel, and PowerPoint; experience with property management software a plus.
• Strong organizational skills, attention to detail, and proofreading ability.
• Excellent written and verbal communication skills; ability to interact effectively with staff, management, owners, and vendors.
• Positive, dependable, and motivated with strong interpersonal skills.
• Adaptable to new technology and able to learn applications quickly.
• Able to handle confidential information with professionalism and discretion.
• Comfortable working under tight deadlines and managing multiple priorities in a fast-paced environment.
• Ability to remain calm and focused under pressure while maintaining a supportive demeanor toward others.
• Reports directly to the Director of Operations.

Equal Opportunity Statement

First Real Estate Management is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected disability, or any other basis protected by federal, state, or local law.