Administrative Assistant To Property Managers

Overview

• Provide comprehensive administrative support to property managers in a dynamic, fast-paced environment.
• Coordinate with vendors and contractors for paperwork submission and payment processing.
• Prepare and track contracts, change orders, purchase orders, and invoices.
• Schedule meetings, arrange travel, and manage expense reports for department personnel.
• Assist with marketing initiatives, tenant communications, and public relations projects.
• Maintain project and tenant files, ensuring accuracy and confidentiality.
• Perform general office duties including typing, filing, and mail processing.
• Support project cost and schedule forecasting and updates.
• Collaborate with corporate departments to ensure seamless operations.

Key Responsibilities & Duties

• Provide administrative support to property managers, ensuring efficient workflow and task completion.
• Coordinate vendor interactions, ensuring timely submission of paperwork and payments.
• Prepare and manage contracts, purchase orders, and invoices with precision.
• Schedule and organize meetings, travel arrangements, and expense reporting.
• Assist in marketing and communication efforts, enhancing tenant relations.
• Maintain accurate project and tenant documentation, ensuring confidentiality.
• Perform general office tasks, supporting department operations effectively.
• Update project cost and schedule forecasts, ensuring alignment with objectives.
• Collaborate with consultants and contractors on contractual matters.

Job Requirements

• High School Diploma or GED required; Associate degree preferred.
• Minimum of 4 years of administrative experience; 5 years preferred.
• Proficiency in MS Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Strong communication skills, both written and verbal.
• Ability to manage multiple tasks in a fast-paced environment.
• Detail-oriented with excellent problem-solving skills.
• Understanding of construction, property management, or development processes is a plus.
• Ability to maintain confidentiality and professionalism at all times.
• Flexibility to work extended hours as needed.