Administrative Assistant

Job Summary

We are seeking an organized and detail-oriented Administrative Assistant to support the day-to-day operations of a property management environment. This role will serve as a key point of contact for residents, assist with administrative and financial processes, coordinate maintenance requests and community amenities, maintain accurate records, and provide general support to the Property Manager.

• Process monthly fees, special assessments, and other payments using property management software.
• Prepare and deposit checks, issue invoices, and follow up on outstanding payments as needed.
• Assist with delinquency tracking and related administrative activities.
• Review, code, and enter vendor invoices to maintain accurate financial records.
• Process vendor payments by ACH, EFT, or check.
• Reconcile vendor statements, expense reports, electronic transfers, resident portal payments, and checks against bank deposit reports.
• Route invoices for approval and assist with new vendor setup, including collection of required tax documentation.
• Resolve payment discrepancies and respond to payment-related inquiries.

• Welcome visitors, answer phone calls, and respond promptly to resident and community inquiries.
• Assist residents with online account setup and troubleshooting.
• Prepare and format property-related letters, notices, and other communications.
• Maintain office equipment and coordinate administrative needs.
• Assist with scheduling property management meetings, walkthroughs, and inspections.
• Maintain organized physical and digital records, including owner files, vendor contracts, and compliance documentation.
• Help safeguard confidential information and systems.

• Draft and distribute newsletters, violation notices, and general community announcements.
• Process applications for community amenities and verify account status and eligibility prior to issuance.
• Manage guest pass distributions and assist with maintaining parking pass systems.
• Support the administration of community programs and resident services.

• Receive, log, and track maintenance requests through the property management system.
• Coordinate with residents, maintenance personnel, vendors, and the Property Manager to schedule repairs and services.
• Monitor work orders through completion and maintain accurate records.
• Monitor office and common-area supplies, maintain inventory, and coordinate orders as needed.
• Assist with staff uniform and supply requirements.

• Assist with preparing meeting notices, board packets, and related materials.
• Distribute community announcements and meeting communications.
• Provide general administrative support for board and property management meetings.

• Coordinate property and unit access for contractors and service providers.
• Verify insurance certificates and maintain appropriate vendor documentation.
• Communicate with vendors regarding scheduling, access, invoices, and other administrative matters.

• 1-2 years of administrative experience, preferably in property management, real estate, HOA, or a related environment.
• High School Diploma or equivalent.
• Strong proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Hands-on experience with property management software such as Buildium is highly preferred.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• High attention to detail and strong organizational abilities.
• Basic to strong mathematical skills for accurate financial and ledger-related tasks.
• Ability to multitask, prioritize responsibilities, and work effectively in a busy environment.
• Reliable transportation and ability to work standard office hours in a fully on-site position.

• Property management, administrative, bookkeeping, or related certifications are preferred but not required.

• Salary Range: $50,000-$54,000 annually
• Full-time, fully on-site position.
• Health insurance.
• Paid time off (PTO) and holidays.
• Retirement savings plan.
• Opportunity to develop experience across property administration, resident services, financial operations, maintenance coordination, and vendor management.