Property Management Administrative Assistant

Property Management Administrative Assistant

Full-time

The Holton-Wise Property Group is a full service residential and commercial real estate brokerage. We help local homeowners buy and sell their properties as well as operate one of the largest scattered site rental property portfolio's on the west side of Cleveland.

Job summary

To provide prompt and efficient executive level administrative support for the Property Management department. This position will be part of a team that is responsible for the day to day operations of one of the largest scattered site rental property portfolio's on the west side of Cleveland.

Summary of essential job functions

• Provide administrative support for the Property Management Department and the Company overall.
• Set up and maintain accurate files and records that may be easily accessed by all.
• Maintain correspondence files, lease files, and brokerage agreement files.
• Handle correspondence, telephone contacts, and incoming mail, including confidential materials, in a professional and expedient manner. Administer e-mails and forward to appropriate people.
• Type and/or compose letters, meeting agendas, meeting minutes, purchase orders, contracts, memos, variances, narratives, vendor contracts, brokerage agreements, letters of intent and construction contracts as directed.
• Photocopy, fax, scan and file administration as needed.
• Assist the Property Management department with investor reports, projects and presentations. Organize, research, and gather required data. Prepare materials, compile statistical information, and other special projects as required.
• Proficient in Outlook, MS Word and Excel, and other computer programs. Use software packages and visual aids to produce accurate documents, presentation materials, charts and graphics within established deadlines.
• Assemble and distribute all lease documents received. Scan all lease documents into our network and maintain tenant lease files. Accuracy and timeliness are extremely important.
• Greet visitors, screen incoming calls, schedule appointments, maintain calendar, and play an active role in organizing and prioritizing activities.

Qualifications

• Previous office experience preferred.
• Experience with Microsoft Office programs (Outlook, Word, Excel, Access, PowerPoint).
• Strong work ethic, positive attitude, and good judgement.
• Desire to work as part of a team with a strong focus on client needs.
• Excellent communication and listening abilities.
• Organizational skills; ability to manage projects effectively and on time.
• Ability to exercise discretion and maintain confidentiality.
• Analytical and detail-oriented.
• Ability to handle multiple tasks/assignments.

Schedule will fluctuate Monday through Friday from 9am through 7pm.

Pay is $12/hr depending on experience.

All your information will be kept confidential according to EEO guidelines.