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Office Coordinator
2 months ago
We are seeking a dedicated Administrative Assistant to support our dynamic Property Management team. This role is essential in ensuring the smooth operation of our office and the effective management of our property portfolio.
About the Company:
Our client is a well-established Property Management firm with over 25 years of experience in the industry, managing a diverse range of upscale condos and rental properties.
Compensation:
$25-27/hour
Standard working hours are from 8 AM to 5 PM, Monday through Friday, with on-call responsibilities one week each month.
Key Responsibilities:
- Assist in the daily management of property portfolios.
- Collaborate with property managers to prepare for meetings, generate reports, and coordinate projects.
- Foster positive relationships with unit owners and residents, ensuring their needs are met effectively.
Administrative Duties:
- Manage incoming phone calls, directing them to the appropriate personnel or dispatching as necessary.
- Open, sort, and distribute incoming mail, as well as prepare outgoing correspondence.
- Support the creation and distribution of internal documents, including memos, spreadsheets, and reports in a timely manner.
- Maintain and update essential contact lists and information manuals for unit owners and residents.
- Ensure that insurance certificate files for contractors are current and well-organized.
- Schedule contractor services and coordinate with unit owners and residents as needed.
Record Keeping:
- Ensure accurate maintenance of unit owner and resident records within property management software.
- Organize and file all relevant reports, leases, and documentation.
Safety and Compliance:
- Adhere to safety protocols to maintain a secure work environment.
Additional Responsibilities:
- Answering and routing phone calls.
- Taking and relaying messages.
- Handling late letters and filing property invoices.
- Assisting with the rental process and programming intercom systems.
- Preparing mailings for management and accounting purposes.
- Writing memos and taking minutes for meetings.
- Creating work orders and managing mail distribution.
- Addressing tenant and unit owner inquiries regarding account balances.
