Admin Assistant

The Administrative Assistant provides professional administrative and clerical support to the Property Manager and onsite management team. This position serves as an important point of contact for residents, vendors, board members, and visitors while helping ensure the management office operates efficiently and professionally.

Essential Duties & Responsibilities:

• Answer and direct incoming telephone calls in a professional and courteous manner.
  
• Greet residents, guests, vendors, and visitors and assist them with questions and requests.
  
• Provide administrative support to the Property Manager and management team.
  
• Prepare, organize, scan, copy, file, and maintain condominium records and documents.
  
• Maintain accurate resident, unit, vendor, and building files.
  
• Receive, document, and follow up on resident requests and work orders.
  
• Communicate with maintenance personnel and vendors regarding service requests and repairs.
  
• Assist with scheduling appointments, meetings, inspections, and vendor visits.
  
• Prepare correspondence, notices, memos, forms, and other documents as requested.
  
• Assist with resident communications, including emails, notices, and community announcements.
  
• Assist residents with general questions regarding building procedures, amenities, rules, and management services.
  
• Process and distribute incoming and outgoing mail, packages, and correspondence as needed.
  
• Assist with maintaining building access records, keys, fobs, and other administrative records.
  
• Assist with move-in/move-out paperwork and scheduling when applicable.
  
• Assist with processing applications, forms, and other condominium documents.
  
• Maintain confidentiality of resident, employee, financial, and association information.
  
• Assist with preparing materials for Board of Directors meetings and other community meetings.
  
• Maintain calendars, schedules, logs, and administrative tracking spreadsheets.
  
• Enter and maintain information in property management software and other computer systems.
  
• Assist with obtaining vendor information, certificates of insurance, proposals, and other required documentation.
  
• Monitor office supplies and submit requests for replenishment when necessary.
  
• Perform general office organization and administrative duties.
  
• Other duties and special projects as assigned by the Property Manager.