An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Cos Cob, CT Job Details Full-time $20 - $23 an hour 3 hours ago Qualifications Interpersonal skills Administrative experience High school diploma or GED Attention to detail Time management Full Job Description We are seeking a reliable, organized, and detail-oriented Office Administrative Assistant to support the daily operations of a property manager. This position will provide administrative and customer service support to property manager, tenants, property owners, vendors, and contractors. The ideal candidate is professional, responsive, highly organized, and comfortable handling multiple priorities in a fast-paced environment. Experience in property management, real estate, or office administration is preferred. Key Responsibilities Answer and respond to incoming phone calls, emails, and tenant inquiries in a professional and timely manner. Serve as a friendly and professional point of contact for tenants, property owners, vendors, and contractors. Assist property managers with daily administrative and operational tasks. Maintain accurate tenant, property, lease, and vendor records. Prepare, organize, scan, and file leases, notices, correspondence, invoices, work orders, and other property-related documents. Assist with lease administration, including renewals, move-in and move-out documentation, and maintaining lease files. Coordinate maintenance requests and communicate with tenants, maintenance staff, contractors, and vendors. Schedule maintenance appointments, inspections, repairs, and property access as needed. Follow up on outstanding maintenance requests and ensure appropriate documentation is maintained. Assist with processing invoices, purchase orders, vendor bills, and other property-related expenses. Assist with rent-related administrative tasks, including posting payments, maintaining records, and following up on outstanding balances as directed by management. Prepare tenant notices, letters, reports, spreadsheets, and other correspondence. Assist with move-ins and move-outs, including scheduling inspections and maintaining required documentation. Maintain calendars and schedules for property managers, inspections, contractors, and appointments. Coordinate keys, access devices, and property-related records as needed. Assist with vendor coordination and maintain current vendor contact and insurance information. Maintain organized electronic and physical filing systems. Assist with preparing property management reports and spreadsheets. Handle sensitive tenant, owner, and financial information with confidentiality and discretion. Assist with general office operations, including ordering supplies and maintaining an organized office environment. Perform other administrative and property management duties as assigned. Qualifications High school diploma or equivalent required; college degree or relevant coursework is a plus. 1-3 years of administrative, property management, real estate, customer service, or related office experience preferred. Strong verbal and written communication skills. Excellent organizational and time-management skills. Strong attention to detail and accuracy. Ability to prioritize multiple tasks and meet deadlines. Professional and courteous telephone and email communication skills. Proficiency with Microsoft Office, particularly Word, Excel, and Outlook. Comfortable learning and using property management software and online systems. Ability to maintain confidentiality when handling tenant, owner, and financial information. Strong problem-solving skills and the ability to follow through on outstanding issues. Ability to work independently while also supporting a team. Preferred Property Management Skills Knowledge of residential or commercial property management procedures. Familiarity with leases, tenant files, maintenance work orders, and property records. Experience communicating with tenants, contractors, and vendors. Basic understanding of rent collection and accounts payable/receivable processes. Experience with property management software. Knowledge of local housing or landlord-tenant requirements is a plus. Key Attributes The successful candidate will be:
Organized:
Able to keep multiple properties, tenants, and administrative tasks properly documented.
Responsive:
Follows up promptly with tenants, owners, vendors, and management.
Detail-oriented:
Accurately maintains leases, records, invoices, and other important documents.
Professional:
Represents the property management company positively in all communications.
Reliable:
Takes ownership of assigned tasks and follows them through to completion.
Customer-focused:
Handles tenant concerns with patience, professionalism, and courtesy.
Adaptable:
Comfortable managing changing priorities and unexpected property-related issues. Work Environment This is primarily an office-based position with regular interaction with tenants, property owners, contractors, vendors, and other staff. The position may occasionally require visits to properties, assistance with inspections, move-ins/move-outs, or other property-related activities.
Pay:
$20.00 - $23.00 per hour Expected hours: 40.0 per week
