Property Management Assistant

The Property Management Assistant serves as a key support partner to the Property Manager, providing administrative coordination and operational support to enhance the efficiency and effectiveness of the assigned property portfolio. This role is responsible for handling a wide range of administrative functions, including correspondence, scheduling, documentation management, reporting, and office coordination, while ensuring the confidentiality of sensitive and time-critical information.

The ideal candidate is a highly organized, detail-oriented, and self-motivated professional with strong communication, typing, and Microsoft 365 skills. They possess the ability to follow through and manage a wide variety of situations and administrative challenges, while successfully handling multiple tasks simultaneously to completion with minimal supervision.

Key Responsibilities:

• Administrative Support
  • Provide day-to-day administrative assistance to the Regional Property Manager and team members to effectively manage assigned properties and communities
  • Prepare, format, and maintain documents, reports, spreadsheets, presentations, letters, notices, rent rolls, forms, memoranda, and other correspondence as directed by the Regional Property Manager
  • Organize and maintain electronic and physical filing systems, ensuring all property files are organized and kept up to date
  • Assist with data entry, record keeping, document management, and timely processing of resident applications in accordance with company standards
  • Complete new and ongoing projects, objectives, special assignments, and other tasks as directed by the Regional Property Manager and Upper Management/Owners
  • Report back to the Regional Property Manager regarding the status, handling, and follow-through of property-related issues
• Communication & Correspondence
  • Manage email communications and respond to inquiries professionally and promptly
  • Respond to incoming calls and inquiries from residents, on-site managers, vendors, property owners, and other stakeholders as directed by the Regional Property Manager
  • Draft, proofread, and edit business correspondence, reports, and meeting notes
  • Serve as a point of contact for internal and external stakeholders
  • Coordinate information flow between teams and departments
• Scheduling & Coordination
  • Coordinate administrative activities and ensure assigned projects and objectives are completed on time
  • Manage calendars, schedule meetings, and coordinate appointments
  • Organize virtual and in-person meetings, including preparing agendas and meeting materials
  • Monitor deadlines and follow up on action items as needed
• Microsoft 365 Administration
  • Utilize Microsoft Outlook for calendar and email management
  • Create and maintain documents using Microsoft Word
  • Manage and analyze data using Microsoft Excel
  • Develop presentations using Microsoft PowerPoint
  • Support document sharing, version control, and file organization across Microsoft 365 platforms
• General Office Support
  • Maintain confidentiality of sensitive company, resident, property, and business information
  • Support process improvements and administrative efficiencies
  • Participate in required training programs and professional development activities
  • Direct, train, or provide guidance to other administrative staff as needed
  • Perform other administrative duties as assigned

Required Qualifications:

• At least 1-3 years of experience in an Administrative Assistant, Office Assistant, Executive Assistant, or similar support role
• Prior experience in copywriting, or at least a high level of competency for letter writing, proofreading, creation of various items of print, etc.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint)
• General proficiency in basic mathematical functionality and ability to apply concepts such as fractions and percentages, to practical situations
• Ability to manage and prioritize multiple tasks and projects with efficiency and accuracy with successful completion in a timely manner &