Administrative Assistant

Assistant to Property Manager

The Assistant to the Property Manager supports daily property management operations, ensuring efficient communication, accurate record-keeping, and positive tenant relations. This position assists with tenant communication, maintenance coordination, rent collection processes, application management, and inspection scheduling.

Key responsibilities include, but are not limited to:

• Greet visitors and provide professional front-office support
• Answer and direct incoming calls; respond to email inquiries in a timely manner
• Maintain property waiting lists, including distributing applications, screening applicants, issuing vacancy notices, and scheduling interviews
• Review monthly tenant rent ledgers and identify delinquent accounts
• Coordinate with the Property Manager to determine accounts to be referred to legal counsel
• Communicate with attorneys, tenants/residents, vendors, site superintendents, and insurance companies as needed
• Schedule appointments and coordinate on-site activities such as maintenance and pest control services
• Assist with annual apartment inspections and follow-up documentation
• Open, sort, and distribute mail; perform filing, scanning, and copying
• Utilize property management software (Yardi Breeze and One Site by Real Page) for data entry and tracking
• Research invoice and payment history to resolve discrepancies
• Support special projects and perform other administrative duties as assigned