Residential Property Management Administrative Assistant

This position supports the Residential Home Watch department, with responsibilities that may change periodically, so flexibility is essential. Certain tasks must be completed on a daily, weekly, or monthly basis. Strong attention to detail and consistent follow-through is crucial for success in this role. The environment is collaborative, and teamwork is key-information must be shared openly to ensure accessibility for all team members at any time. Effective communication within the company and with customers is vital to maintaining smooth operations and ensuring customer satisfaction.

Responsibilities :

Actively communicate with the Manager and Assistant Manager of Residential Property Management, Residential Property Inspectors, and Maintenance Technicians. Enter workorders as received in the Workorder inbox. Run weekly work order dispatch reports for inspectors. Run weekly inspections report. Audit inspection sheets on a weekly basis. Audit key boxes on a monthly basis. Attend weekly team meetings, take notes, and update Foundation in a timely manner. Provide new customer information to Residential Property Inspectors in a timely manner. Send inspections emails daily. Manage document imaging for Home Watch invoices. Update any changes in the UDF fields in Foundation. Closely work with the Scheduling and Dispatch Coordinator to confirm work orders are entered and completed. Play an active role in the Home Watch contract process as directed by the Manager and Assistant Manager of Residential Property Management. Run weekly reports at the time of contract renewals. Enter all work orders for spring/fall service requests received with contract renewals. Provide new customer information to inspector as directed by Assistant Manager. Additional Home Watch duties and responsibilities as directed by Assistant Manager and/or Manager.

Requirements:

Minimum of 2 years administrative experience. Construction/Property Management experience preferred. Excellent customer service skills. Strong planning, organizational, and time-management abilities. Effective problem-solving capabilities. Clear and professional written and verbal communication skills for customer interactions. Ability to work both independently and collaboratively with diverse teams across multiple divisions within the company. Adaptable to a fast-paced environment; able to reprioritize and handle urgent tasks as they arise. Strong interpersonal skills and the ability to build relationships with others. Must be driven and growth oriented. Must have strong communication skills. Must be proficient in Microsoft Word, Excel, and Outlook. Must learn Cape Associates accounting, marketing, and data management programs.

Physical Requirements:

This is largely a sitting role; however, some standing and movement is required. This includes the ability to lift files, open filing cabinets and bend or stand, as necessary. Occasionally, heavy lifting up to 50 pounds may occur.