Job Description

Administrative Assistant

The Administrative Assistant supports the daily operations of a commercial property management company by providing administrative support, delivering excellent customer service to tenants and vendors, and assisting with accounts payable and light maintenance billing. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. This position is temp to hire and will pay between $20 and $22/hr.

Responsibilities

• Provide general administrative support to the property management team, including filing, data entry, document preparation, and record maintenance
• Answer phones, respond to emails, and serve as a primary point of contact for tenants, vendors, and visitors
• Assist with tenant communications, including lease-related correspondence, notices, and service requests
• Maintain accurate tenant and property records in property management software and shared filing systems
• Coordinate calendars, meetings, and appointments as needed
• Respond promptly and professionally to tenant inquiries and requests
• Log, track, and follow up on maintenance requests to ensure timely resolution
• Communicate with vendors and contractors regarding scheduling, access, and work completion
• Support positive tenant relationships by providing courteous and solutions-oriented service
• Process vendor invoices and verify accuracy, coding, and approvals
• Enter invoices into the accounting or property management system
• Assist with preparing and tracking payments to vendors
• Support reconciliation of invoices related to property operations
• Maintain organized records of invoices, contracts, and payment documentation
• Assist with billing back maintenance charges to tenants when applicable
• Prepare maintenance-related invoices or chargebacks based on work orders and service reports
• Coordinate with property managers and maintenance teams to confirm billable items
• Track maintenance expenses and ensure proper documentation is maintained

Qualifications

• High school diploma or equivalent required; associate degree or relevant coursework preferred
• Previous administrative, property management, accounting, or customer service experience preferred
• Basic understanding of accounts payable processes
• Proficiency in Microsoft Office (Word, Excel, Outlook) and ability to learn property management software
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to handle confidential information with discretion
• Self-motivated, dependable, and able to work independently and as part of a team

If you are interested in learning more, please apply now.

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