Administrative Assistant

We are seeking an organized and detail-oriented Administrative Assistant to support daily operations within 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 support to the Property Manager.

Position Responsibilities

Financial Administration

• 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 collecting W-9 forms.
• Resolve payment discrepancies and respond to payment-related inquiries.

Office & Resident Administration

• 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 and unit-related letters, notices, and other communications.
• Manage office equipment and coordinate general administrative needs.
• Assist with scheduling property management meetings, walkthroughs, and unit inspections.
• Maintain organized physical and digital records, including owner files, vendor contracts, and compliance documents.
• Help safeguard confidential information and systems.

Community & Amenity Operations

• Draft and distribute newsletters, violation letters, and general community announcements.
• Process resident applications for community amenities and verify account status and eligibility before issuance.
• Manage guest pass distributions.
• Assist with maintaining the community parking pass system.
• Provide general administrative support for community programs and resident services.

Maintenance & Work Order Coordination

• 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 and maintain inventory.
• Coordinate orders for supplies and staff uniforms as needed.

Board & Meeting Support

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

Vendor Coordination

• 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.

Prerequisites

• 1–2 years of administrative experience, preferably in real estate, HOA, property management, or a related environment.
• High School Diploma or equivalent.
• Strong proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Hands-on experience with Buildium or similar property management software is highly preferred.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• High attention to detail and strong organizational abilities.
• 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 availability to work standard office hours in a fully on-site position.

Certifications (Preferred, but not Required)

• Property management certification.
• Administrative or office management certification.
• Bookkeeping or accounting-related certification.

What the Role Offers

• 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 gain hands-on experience across property administration, resident services, financial operations, maintenance coordination, and vendor management.

Why Suitland?

This opportunity provides the chance to work in a community-focused property management environment where strong organization, communication, financial accuracy, and customer service are highly valued. The role offers exposure to a wide range of administrative and operational responsibilities while supporting the smooth day-to-day management of a residential community.