Administrative Asst​/Exec. Asst

Administrative Assistant

We are looking for an experienced and dependable Administrative Assistant to support a property management leadership team in Virginia. This is a long-term contract opportunity requiring onsite presence five days per week and offers the chance to contribute to daily operations, reporting, vendor coordination, and executive-level administrative support. The ideal candidate is highly organized, communicates professionally in writing and verbally, and is comfortable working directly at a client site while managing multiple priorities with accuracy and discretion.

Responsibilities:

• Provide day-to-day administrative support to property management leadership, including the Director of Operations and Community Manager, to help keep regional activities organized and on schedule.
• Prepare, distribute, scan, file, and maintain contracts, change orders, and related documentation for capital projects and service providers.
• Code regional invoices, track payable activity in portfolio systems, review items daily for progress, and share routine status updates with the team.
• Serve as backup support for accounts payable processing and provide additional administrative coverage during extended team absences when needed.
• Coordinate vendor setup, assist with property onboarding tasks, gather pricing information, and help maintain accurate records across operational platforms.
• Create, update, and organize standardized templates, operating procedures, organization charts, and other internal documents used by the property management team.
• Monitor service request and tenant support platforms to confirm information remains current, requests are closed in a timely manner, and recurring reports are distributed to leadership and engineering contacts.
• Arrange meetings, training sessions, and team events by managing calendars, preparing materials, ordering refreshments, recording detailed notes, and sending follow-up communications.
• Support employee onboarding and offboarding activities by helping establish or remove system access, training team members on portfolio tools, and maintaining required checklists and files.
• Process expense reports, track key deadlines, and review tenant survey feedback to alert leasing and property management staff to concerns that require follow-up.