Administrative Assistant (Missoula)

Administrative Assistant (Missoula)

Compensation:

$18.00 per hour

Employment Type:

 Full-Time / 40 hours +

On-Call Responsibilities Work Hours:

Monday through Thursday from 7:30 a.m. to 5:30 p.m. + On-Call Responsibilities

DESCRIPTION OF COMPANY

Plum Property Management was established in April of 2009 to provide real estate management to property owners and investors. Plum manages properties throughout Missoula and the close surrounding areas. Our properties include apartments, single-family homes, mobile home parks, storage facilities, homeowner and condo owner associations, and commercial properties. Plum's services consist of establishing rental rates, advertising, showing properties, negotiating leases, collecting payments, payables, forecasting requirements, preparing annual budgets, scheduling expenditures, tax preparation, initiating corrective action, resolving complaints, enforcing rules/laws, property assessments, maintenance coordination, cleaning coordination, planning renovations, establishing and enforcing precautionary policies, laws, and regulations, response to emergencies, and eviction preparation. Additionally, Plum prepares reports by collecting, analyzing, and summarizing data and trends within our industry. We acquire knowledge by participating in educational opportunities, professional organizations, and maintain personal and professional networks.

SUMMARY OF THE POSITION

Plum is seeking a full-time Administrative Assistant to support our Maintenance Department. This role is primarily administrative in nature, focused on organizing workflows, maintaining accurate records, coordinating schedules, and ensuring smooth communication between internal teams, vendors, and residents. The ideal candidate has experience in property management or administrative support and is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. This position plays a key role in ensuring that maintenance operations are properly documented, scheduled, tracked, and completed efficiently, with a strong emphasis on accuracy, communication, and customer service.

Key Responsibilities:

Coordinate and manage scheduling of maintenance-related requests for 1,000+ units, ensuring timely assignment and completion of work orders. Act as a central administrative point of contact between internal maintenance staff, third-party vendors, and residents regarding maintenance requests and updates. Maintain accurate records of work orders, service requests, and completion status in property management software systems. Track and update maintenance workflows, ensuring all requests are properly documented and closed out in a timely manner. Assist in coordinating property assessments by scheduling vendors and internal team members as needed. Maintain organized vendor records, including contact details, service categories, and performance documentation. Assist in reviewing incoming invoices for accuracy and ensure proper routing for approval and payment processing. Monitor maintenance communications and provide timely updates to residents regarding the status of their requests. Maintain inventory tracking of operational supplies such as keys, code boxes, signage, and other administrative field materials. Support compliance tracking by documenting assessment results, maintenance notes, and follow-up actions. Assist in compiling reports, summaries, and documentation related to maintenance activity, vendor performance, and property conditions. Provide administrative support for emergency maintenance coordination by logging requests and escalating urgent issues to appropriate personnel or vendors. Occasionally assist with property assessments through documentation support, photo organization, and data entry as needed. Perform light operational support for storage facilities, including recordkeeping, scheduling coordination, and administrative tracking. Travel may be required periodically for documentation, assessments, or coordination of support within designated service areas. This list provides an overview of responsibilities but is not exhaustive. Additional administrative tasks may be assigned as needed to support departmental operations.

GENERAL REQUIREMENTS & EXPECTATIONS

Ability to read, write, understand, and communicate effectively in English. High School Diploma or GED required (proof required during interview). Strong computer and administrative skills, including Microsoft 365 (Teams, SharePoint, OneDrive, Word, Excel). Fast and accurate typing skills (minimum 40 WPM; proof is required). Strong organizational and multitasking abilities with attention to detail. Experience in administrative support, property management, or maintenance coordination preferred. Familiarity with office equipment and digital tools (printers, scanners, copiers, messaging platforms, etc.). Reliable transportation, valid driver's license, and proof of insurance required if travel is needed for duties.

REQUIREMENTS & EXPECTATIONS OF SKILL SET

We are seeking a person who can fulfill the following requirements: Be honest, trustworthy, and accountable. Present a professional representation of the company. Having face-to-face communication with Plum staff, renters, owners, and vendors requires your appearance, clothing, and personal hygiene to reflect the high-quality work being performed. Present a positive, polite, and helpful demeanor when communicating with property owners, renters, prospective renters, vendors, and all team members. Be able to problem solve and be proactive in seeking areas of problems and rectifying those issues. Maintain professional communication standards across all in-person, phone, and electronic correspondence. Can perform constant follow up with renters, property owners, and vendors. Can perform constant data entry and history/notes within Plum's software system. Can schedule multiple work orders and assign the work to the appropriate Plum Maintenance Technician or vendor. Ability to work well with different personality types including emotional or stern renters and owners. Discuss maintenance accurately with specific clients, renters, homeowners, etc. Protect confidentiality as outlined within the employee handbook and non-disclosure agreement. Complete essential tasks such as filing, mailing, emailing, taking notes/messages, etc. Comply with local, state, federal, and company policies, procedures, and regulations. Follow all policies and procedures outlined in the job description, provided checklists, and employee handbook. Lift and/or move up to 35 pounds, when needed. Sit and maintain computer screen time for long periods of time. Strong organizational and time management skills.

BENEFITS

Plum Property Management will provide the following benefits to full-time employees: 100% Life Insurance Policy

• 100% Vision Insurance Policy

SIMPLE IRA AND/OR SIMPLE ROTH

(3% Company Contribution Included)

• Paid Designated National Holidays Paid Time Off hours
• Paid Birthday
• Parental leave Mileage Reimbursement at the IRS reimbursement rate for personal vehicles.
• Waiting periods may apply.

If you are interested in this position and feel that you are a qualified candidate, please submit your resume and supporting documents as noted in the requirements and expectations by email to resumes@rentplum.com. No phone calls or walk-ins, please.

Job Type:

Full-time Pay:

$18.00 per hour

Benefits:

Health insurance Life insurance Paid time off Parental leave Retirement plan Vision insurance

Experience:

Property management: 1 year (Preferred)

Work Location:

In person