Administration Assistant

Description Come join our growing team! If you are looking for a rewarding role with opportunities for growth at a company that values integrity, innovation, and teamwork, look no further! Barkan Management Company is a leading property management firm serving over 200 residential communities across 8 states, with regional offices in Boston and Washington D.C. Founded in 1964, we have over 50 years of experience in real estate, specializing in community association and multi-family management, encompassing market rate and affordable housing.

Our team of over 800 talented professionals shares a commitment to delivering unparalleled service, maintaining the highest quality standards, and exceeding client expectations. Join us as we continue to redefine the standards of excellence in property management

Promenade Towers is seeking a professional, customer-focused Administrative Assistant to support the daily operations of the Management Office. This position serves as the first point of contact for residents, shareholders, visitors, vendors, and contractors, while providing essential administrative, clerical, customer service, records management, and project support. The ideal candidate is organized, detail-oriented, proficient in Microsoft Office applications, and committed to delivering exceptional customer service in a fast-paced residential community environment.

• Welcome and assist residents, shareholders, visitors, vendors, contractors, and guests visiting the Management Office.
• Answer and direct incoming telephone calls, take accurate messages, and route inquiries to the appropriate staff member.
• Respond to routine questions regarding community amenities, office procedures, maintenance requests, and general building information.
• Maintain a professional, organized, and welcoming reception area.
• Escalate urgent, sensitive, or unresolved matters to management as appropriate.

• Receive, sort, distribute, and process incoming and outgoing mail, packages, and correspondence.
• Prepare mailings, notices, labels, resident packets, and routine business correspondence.
• Maintain office calendars, administrative forms, supply inventories, and shared office resources.
• Monitor office supply levels and coordinate replenishment requests.
• Create approved office signage and communications as needed.

• Receive and process resident applications, forms, insurance certificates, pet registrations, occupancy documents, and related submissions.
• Review materials for basic completeness and route documents to the appropriate department.
• Scan, file, organize, and maintain electronic and physical records.
• Perform data entry and updates within Building Link, CINC, and other management systems.
• Create and activate online accounts for new residents and shareholders.
• Assist residents with Building Link and CINC access questions and general system navigation.

• Enter maintenance and service requests received by phone, email, or walk-in residents.
• Record complete and accurate information regarding reported issues.
• Route requests to the appropriate department and provide available status updates.
• Escalate urgent, recurring, or unresolved service concerns.
• Prepare weekly extermination schedules and related administrative reports.

• Utilize Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint, to support office operations.
• Create, edit, format, and maintain documents, spreadsheets, reports, presentations, mailing lists, forms, and tracking logs.
• Assist with mail merges, document preparation, data organization, electronic filing, and professional business communications.
• Support management and office staff with administrative and document-production projects.

• Assist with community initiatives, elections, meetings, resident communications, records organization, and special projects.
• Maintain project files, spreadsheets, tracking logs, and supporting documentation.
• Provide timely updates on project status and identify obstacles or missing information.
• Complete special assignments as directed by management.

• Provide administrative support to the Management Office team.
• Perform other clerical, customer service, and administrative duties as assigned.

The Barkan Companies is an equal opportunity employer that is committed to…