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.

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 collection of required tax documentation.
• Resolve payment discrepancies and respond to payment-related inquiries.

Resident & Office 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-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.

Community & Amenity Support

• 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.

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, maintain inventory, and coordinate orders as needed.
• Assist with staff uniform and supply requirements.

Board & Meeting Support

• 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.

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 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.

Certifications

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

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 develop experience across property administration, resident services, financial operations, maintenance coordination, and vendor management.