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.
We are seeking a proactive, highly organized, personable, and detail-oriented Administrative Assistant to join our team. This vital role provides essential administrative support for the Property Manager within a busy management office environment, ensuring smooth operations and excellent customer service. This role is essential in ensuring smooth daily operations, clear communication, and excellent member service. The ideal candidate will be an energetic, organized, proactive problem-solver, comfortable with a variety of tasks, and enthusiastic about supporting a community-focused organization.
Serve as a point of contact for clients and the public, answering phone calls and emails in a professional and courteous manner under the direction of the Resident Manager Maintain organization of the office, including mail distribution, office supplies, and general upkeep Maintain and update member files, emergency contact lists, lawncare lists, tax exemption, and waitlist applications with strict confidentiality Prepare and distribute monthly newsletters, meeting notices, and other community communications
Financial & Record Keeping:
Process monthly housing payments, track payments, produce late notices, and follow up on late payments as directed by Property Manager Prepare (date stamp and initial) invoices for Property Manager and organize priority based upon due date Maintain organized digital and physical filing systems for financial records, vendor files, contracts, and other co-op documents
Meetings & Communications:
Prepare agendas, packets, and help with preparation for monthly Board of Directors and Annual Member meetings Post official notices and maintain bulletin boards in common areas and on web-based software as directed by the
Property Manager Operations Support:
Assist with entering maintenance work orders, helping to schedule repairs and track work orders as needed Assist with the member move-in/move-out process, including orientation packets and closings Assist with updating website Support special projects and community events as needed
Qualifications & Skills Required:
High school diploma or equivalent; associate or bachelor's degree a plus Minimum of 2 years of experience in an administrative, office management, or customer service role Exceptional organizational skills and meticulous attention to detail Strong written and verbal communication skills Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace Ability to handle sensitive information with discretion and integrity Self-motivated with the ability to work independently and manage time effectively Personal Attributes Friendly, patient, and empathetic with a strong customer-service orientation Proactive and resourceful, with a "can-do" attitude Ability to interact diplomatically with a diverse community
Position Details:
Full-time, non-exempt
Schedule:
40 hours per week. Monday-Friday, 8:00 AM - 5:00 PM, with potential for evenings or weekends based upon property needs.
Reports to:
Resident Manager under direction of
Regional Property Manager Pay:
$24.00 per hour Expected hours: 40.0 per week
Benefits:
401(k) 401(k) matching Dental insurance Flexible schedule Flexible spending account Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance
