Admin Assistant

Administrative Assistant – Furnished Boutique Apartment Complex

Position Summary

The Administrative Assistant supports the daily operations of a furnished boutique apartment community by providing exceptional administrative, leasing, and guest-service support. This role serves as a primary point of contact for residents, prospective guests, vendors, and corporate partners, ensuring smooth operations, accurate documentation, and a high-touch hospitality experience aligned with the brand standards of a boutique furnished property. The Administrative Assistant role reports directly to the General Manager.

Key Responsibilities

Administrative & Office Support

• Manage frontoffice operations, including phone calls, email inquiries, and resident communications
• Manage incoming and outgoing mail, deliveries, and packages
• Maintain organized digital and physical filing systems for leases, and uptodate records for residents.
• Maintain vendor files, contracts, invoices, and vendor agreements
• Prepare reports, correspondence, forms, notices, movein/moveout documentation, and internal memo reports as directed
• Assist with scheduling, calendar coordination, and operational tracking
• Perform general clerical duties including data entry, document preparation, scanning, copying, and filing
• Assist with document formatting, proofreading, and quality checks
• Support management with administrative tracking, compliance documentation, and audit preparation

Leasing & Resident Services

• Respond to leasing inquiries for shortterm and furnished stays
• Coordinate applications, lease execution, renewals, and extensions with General Manager
• Assist with resident onboarding, moveins, moveouts, and unit readiness coordination
• Serve as a liaison between residents, maintenance, housekeeping, and management

Operations & Vendor Coordination

• Coordinate housekeeping schedules and turnover timelines with head housekeeper
• Submit and track maintenance requests and vendor work orders
• Monitor inventory of furnishings, supplies, and welcome materials
• Notify General Manager when inventory is low and assist with searching to find new like items to purchase
• Assist with quality control checks to ensure units meet furnished and brand standards

Financial & Data Support

• Assist with invoicing, coding, expense tracking, and basic accounts receivable and accounts payable support
• Track occupancy, availability, and rate information
• Update property management systems and internal dashboards accurately

Guest Experience & Brand Support

• Deliver a polished, hospitalityfocused experience for residents and guests
• Handle inquiries and concerns with professionalism and discretion
• Support community standards, policies, and service protocols
• Assist with special projects, audits, or operational improvements as needed

Property Management Software Implementation & Support

• Support the implementation and rollout of new property management software systems
• Assist with data entry, system setup, and migration of resident, unit, and vendor information
• Participate in software training sessions and help reinforce system usage best practices
• Troubleshoot basic system issues and escalate technical concerns as needed
• Ensure accuracy and consistency of data across platforms
• Assist management with testing workflows, reporting functionality, and process improvements related to new systems

Qualifications

Required

• 24 years of administrative, property management, hospitality, or customer service experience with references
• Strong organizational and timemanagement skills
• Excellent written and verbal communication skills
• Proficiency with Adobe & Microsoft Office Word, Excel, Publisher, SharePoint, Outlook
• Ability to multitask and prioritize in a fastpaced environment
• Excellent Punctuality

Preferred

• Experience with furnished apartments, shortterm rentals, or hospitality operations
• Familiarity with property management software
• Basic understanding of leasing documentation and billing processes

Skills & Competencies

• Professional demeanor and attention to detail
• Customerservice mindset with a hospitality focus
• Strong problemsolving abilities
• Discretion and confidentiality
• Teamoriented with the ability to work independently

Work Environment

• Officebased with regular interaction throughout the property
• Occasional evenings or weekends may be required based on occupancy and operational needs