Administrative Assistant

Title: Administrative Assistant

Responsibilities

• Provide administrative support including answering phones, routing calls, and maintaining records
• Enter and process invoices for approval and payment using Yardi software
• Assist with monthly report preparation, file maintenance, and supply ordering
• Support package room operations and general front office duties
• Coordinate bid proposals, service contracts, and vendor communications
• Manage property work order system to ensure timely tenant service
• Maintain and track tenant correspondence, event planning, and visitor management
• Assist with meeting prep, document creation, and special projects
• Handle tenant inquiries and common area issues
• Maintain organized physical and electronic files
• Track PO systems and recurring expenses
• Coordinate with contractors and respond to vendor A/P inquiries

Requirements

• 2–5 years of administrative or property support experience, ideally in condo associations
• Strong organizational and multitasking skills
• Excellent communication and customer service skills
• Working knowledge of Yardi strongly preferred
• Familiarity with residential or commercial property operations
• Ability to manage invoice entry, scheduling, and office operations independently
• Must be comfortable supporting both administrative and tenant-facing functions
• Available to work the following schedule:
  • Mon: 8:30 AM – 5:30 PM
  • Tues: 8:30 AM – 5:30 PM or 12:00 PM – 7:00 PM (based on property needs)
  • Wed: 8:30 AM – 4:30 PM
  • Thurs: 8:30 AM – 5:30 PM
  • Fri: 8:30 AM – 3:30 PM