What are the responsibilities and job description for the Administrative Assistant Property Management & Facilities position at Postgraduate Center for Mental Health?
Description
JOB SCOPE:
The Administrative Assistant supports the Property Management and Facilities team by performing a variety of administrative and clerical tasks. Responsibilities include managing documentation, coordinating maintenance requests, tracking vendor contracts, scheduling inspections and repairs, maintaining property records, and ensuring smooth daily operations of facilities. The role serves as a key point of contact for internal departments, vendors, and tenants, helping to ensure compliance with company policies and regulatory standards.
ESSENTIAL FUNCTIONS:
Qualifications
JOB SCOPE:
The Administrative Assistant supports the Property Management and Facilities team by performing a variety of administrative and clerical tasks. Responsibilities include managing documentation, coordinating maintenance requests, tracking vendor contracts, scheduling inspections and repairs, maintaining property records, and ensuring smooth daily operations of facilities. The role serves as a key point of contact for internal departments, vendors, and tenants, helping to ensure compliance with company policies and regulatory standards.
ESSENTIAL FUNCTIONS:
- Provide administrative support to the Property Management and Facilities teams.
- Maintain organized property records including leases, inspection reports, maintenance logs, and service histories.
- Serve as the first point of contact for tenant inquiries and coordinate timely, professional responses.
- Schedule and track facility repairs, inspections, preventive maintenance, and other recurring services.
- Manage and maintain multiple staff calendars to ensure coordination of inspections, projects, and vendor visits.
- Track vendor contracts, manage invoices, and monitor service schedules.
- Support lease administration including renewals, rent adjustments, and documentation.
- Monitor and maintain inventory of supplies; place orders as needed.
- Assist with budget tracking and expense reporting.
- Prepare meeting agendas, take minutes, and organize follow-up actions.
- Coordinate move-ins/move-outs, building access, and key distribution for staff and tenants.
- Ensure compliance with safety regulations, building codes, and internal processes.
- Maintain detailed tracking of projects, tasks, and timelines to ensure nothing falls through the cracks.
- Leverage digital task/project management tools to support team accountability, improve workflows, and enhance planning.
- Drive the transition away from static spreadsheets and isolated work order logs to dynamic, centralized systems.
Qualifications
- High school diploma or GED required; Associate’s or Bachelor’s degree in Business Administration, Facilities Management, or related field preferred.
- 2 years of administrative experience, ideally within property management or facilities.
- Strong computer literacy, especially with digital task and calendar management tools (e.g., Microsoft Planner, Trello, Asana, Outlook, etc.).
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with property management platforms (e.g., RealPage, Yardi, AppFolio) is a plus.