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Office Support Specialist
2 months ago
We are collaborating with a prominent Property Management firm seeking additional administrative support.
This organization has been successfully operating for over 25 years, managing a diverse portfolio of upscale condominiums and rental properties.
Compensation: $25-27/hour
Schedule: 8am-5pm, Monday to Friday, with on-call duties one week each month.
Key Responsibilities:
- Assist in the daily administration of a property portfolio.
- Collaborate with property managers and team members for meeting preparations, reporting, and project coordination.
- Support the team in fostering and maintaining positive relationships with unit owners and residents.
- Manage incoming phone calls, directing them to the appropriate personnel within the property management team.
- Handle incoming and outgoing mail, ensuring timely correspondence.
- Assist in the creation, compilation, and distribution of internal documents, including memos, spreadsheets, and reports.
- Maintain updated contact lists and information manuals for unit owners and residents.
- Oversee insurance certificate files for contractors working on properties.
- Coordinate contractor scheduling and communicate with unit owners/residents.
- Ensure accurate records are maintained in property management software.
- Organize and file essential reports, leases, and documentation.
Safety and Compliance:
Adhere to safety protocols and contribute to a secure work environment.
Additional Duties:
- Answering and routing phone calls
- Taking and relaying messages
- Managing property invoices and unit information
- Assisting with the rental process
- Programming intercom systems
- Preparing mailings for management
- Documenting meeting minutes
- Creating work orders
- Distributing financial statements
- Addressing tenant inquiries regarding account balances
