Administrative Assistant

Company Overview

At PEM, we are a national leader in multifamily investment and property management, dedicated to providing exceptional living experiences across our communities. We uphold high standards of integrity, service, and operational excellence. Our core values—Respect, Urgency, Stewardship, Growth, and Integrity—guide every decision and interaction.

Position Summary

The Administrative Assistant provides essential operational and administrative support to the National Facilities Director and the broader Facilities Operations team. This role ensures coordination, accuracy, and efficiency across national facilities operations, capital projects, maintenance initiatives, and vendor management.  The ideal candidate brings strong administrative capabilities, experience with Yardi, and familiarity with multifamily property management, facilities management, or construction administration. This position is highly detail-oriented and fast-paced, working closely with the National Facilities Director to support national standards, project execution, compliance, and reporting.

Key Responsibilities

Administrative Support

• Manage the National Facilities Director’s calendar, schedules, and travel coordination.
• Prepare and organize presentations, reports, memos, and meeting materials.
• Maintain and organize filing systems for facilities documentation, contracts, and compliance records.
• Support communication between Facilities, onsite teams, and corporate departments.

Facilities Operations & Project Support

• Assist with the coordination of national facilities initiatives, maintenance programs, and capital projects.
• Track project timelines, deliverables, and completion status to support portfolio-wide oversight.
• Help create and distribute RFPs, bid packets, contract documents, and project schedules.
• Maintain logs of deferred maintenance, inspections, and property assessments.

Yardi Support & Data Management

• Enter and maintain work orders, purchase orders, invoices, and project data within Yardi.
• Pull, audit, and organize Yardi reports for capital planning, budget tracking, and operational metrics.
• Monitor accuracy of facilities data, vendor files, and compliance documents within Yardi systems.

Vendor, Budget & Compliance Support

• Assist with vendor onboarding, COIs, contract tracking, and performance documentation.
• Support invoice processing, budget tracking, and financial reporting for facilities and capital projects.
• Organize compliance documentation including OSHA practices, risk management items, and safety program files.

Property Support & National Coordination

• Coordinate logistics for property due diligence, acquisition inspections, and site assessments.
• Assist with emergency response documentation, incident tracking, and preparedness planning.
• Support Facilities Managers with administrative needs for portfolio-wide initiatives.

Qualifications

Required

• 2 years of administrative experience supporting leadership or technical teams.
• Yardi experience required (Work Order, P2P, Job Cost, or related modules preferred).
• Strong proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Ability to manage multiple priorities, deadlines, and confidential information.
• Strong organizational, communication, and follow-through skills.

Preferred

• Experience in multifamily, facilities management, or construction administration.
• Knowledge of maintenance operations, capital project workflows, or vendor management.
• Experience supporting multi-site or national operations teams.

Work Environment

• Corporate office setting with occasional travel to properties if required.
• May involve occasional coordination of time-sensitive or after-hours needs during emergencies

Salary : $50,000 - $65,000