Job Description: Administrative Assistant
Job Type: Full\-time
Work Location: In person
Position Overview
We are seeking a polished and professional Administrative Assistant to serve as the face of our company. This role is the first point of contact for residents, prospective tenants, and vendors, requiring a unique blend of high\-level hospitality, administrative precision, and property logistics support.
The ideal candidate is a "Director of First Impressions" who thrives in a fast\-paced environment and possesses the technical aptitude to handle financial data entry, vendor intake, and facility coordination. You will be responsible for maintaining a seamless lobby experience while providing critical support to our residential leasing, real estate, and accounting teams.
Core Responsibilities
Reception \& First Impressions
* Guest Hospitality: Greet all visitors and direct real estate buyers, sellers, owners, tenants, and vendors to the appropriate department.
* Inquiry Management: Answer all inquiry emails and manage incoming calls with courtesy, transferring them to the appropriate personnel or assisting as needed.
* Prompt Communication: Adhere to a same\-day response standard; ensure all inquiries receive at least an initial "touch base" or status update before the end of the business day.
* Message Management: Check office messages three times daily (morning, afternoon, and before closing) to ensure prompt follow\-up.
* Lead Intake: Facilitate initial intake for all walk\-in inquiries by connecting them with the appropriate agent or the residential leasing team; accurately input all prospect data directly into Propertyware to ensure seamless lead tracking.
Office \& Property Operations
* Vendor Intake Support: Serve as the initial point of contact for new vendors by providing introductory packets and outlining company requirements; facilitate the process by collecting completed documentation and routing it to the residential leasing team for review.
* Conference Room Management: Maintain and oversee the master schedule for all conference rooms; ensure rooms are professional, clean, and stocked with necessary materials before every meeting.
* Key \& Lock Box Logistics: Oversee the secure check\-in/check\-out of keys for vendors, agents, and showings, and monitor the office lockbox.
* Facility Maintenance: Maintain office cleanliness and oversee general office maintenance.
* Office Inventory: Manage office supply inventory and ordering.
Administrative \& Financial Support
* Financial Processing: Post tenant payments in Propertyware, manage deposits, and report them to the accounting department.
* Reporting: Prepare and manage weekly and monthly reports, as well as quarterly real estate market reports.
* Procedures Awareness: Stay up to date with all new company procedures.
Strategic Flexibility
* Event Support: Assist with coordinating meeting schedules and provide administrative support for planning office parties, birthdays, and special company events.
* Team Support: Assist with Realtor calls when needed and perform special projects as assigned to support the business.
Qualifications
* Experience: 1–2 years of experience in hospitality, retail, or property management preferred.
* Communication: Exceptional verbal and written skills; ability to maintain a professional personality at all times.
* Technical Proficiency: Proficiency in Propertyware, Microsoft Suite, and multi\-line phone systems.
* The "Excellence" Standard: A proactive professional who maintains office organization and meets reporting deadlines.
* Adaptability: Comfortable handling a wide range of tasks, from payment processing to assisting in event planning.
Benefits
* 401(k)
* 401(k) matching
* Dental insurance
* Health insurance
* Life insurance
* Paid time off
* Vision insurance
Pay: From $20\.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person