Administrative Assistant To Property Managers

Overview

• Provide vital administrative support to property managers in a dynamic, fast-paced environment, ensuring seamless operations and efficient task management.
• Coordinate vendor and contractor interactions, overseeing paperwork submissions and payment processing with precision and timeliness.
• Prepare and manage contracts, change orders, purchase orders, and invoices, maintaining accuracy and compliance.
• Organize meetings, travel arrangements, and expense reports, supporting department personnel effectively.
• Assist with marketing initiatives, tenant communications, and public relations projects to enhance engagement and visibility.
• Maintain project and tenant files, ensuring confidentiality and meticulous record-keeping.
• Perform general office duties, including typing, filing, and mail processing, to support daily operations.
• Collaborate with corporate departments to ensure alignment and smooth workflow across teams.

Key Responsibilities & Duties

• Provide comprehensive 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 and compliance.
• Organize and schedule meetings, travel arrangements, and expense reporting for department personnel.
• Assist in marketing and communication efforts, enhancing tenant relations and engagement.
• Maintain accurate project and tenant documentation, ensuring confidentiality and accessibility.
• Perform general office tasks, supporting department operations effectively and efficiently.
• Collaborate with consultants and contractors on contractual matters, ensuring alignment and compliance.

Job Requirements

• High School Diploma or GED required; Associate degree preferred for enhanced qualifications.
• Minimum of 4 years of administrative experience; 5 years preferred for optimal expertise.
• Proficiency in MS Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Strong written and verbal communication skills to ensure effective interactions.
• Ability to manage multiple tasks in a fast-paced environment, demonstrating adaptability.
• Detail-oriented with excellent problem-solving skills to address challenges effectively.
• Understanding of construction, property management, or development processes is advantageous.
• Ability to maintain confidentiality and professionalism in all aspects of the role.