Benefits:
Dynamic & positive work environment
Competitive salary
Job Overview:
We are seeking a highly organized and proactive Administrative Assistant / Property Management Assistant to join our team. This multifaceted role combines administrative tasks, property management coordination, and tenant relations. The successful candidate will be responsible for managing a variety of tasks, including handling incoming mail, assisting with leasing and inspections, coordinating maintenance and special projects, and maintaining office organization. This is an exciting opportunity for an individual who thrives in a fast-paced environment and enjoys wearing multiple hats.
Key Responsibilities:
Administrative Support:
Get Mail: Collect, organize, and distribute incoming mail daily.
Scan Invoices: Scan invoices and send them to accounts payable email for accounts payable processing.
Files and Supplies: Assist with the organization of files, including annual purging. Ensure all office supplies are in good condition and properly stored; order and inventory office supplies, including snacks and drinks.
Water Plants & Tidy Office: Maintain the cleanliness of the office space, including watering plants and organizing workspace as needed.
Package Management: Open and organize packages received in the office. Set up returns for any damaged items or items that are not needed.
Credit Card Purchase Orders: Tie out charges to receipts for each PO monthly.
Property Management & Leasing Support:
Monthly Property Inspections: Conduct routine property inspections to ensure the properties are well-maintained.
Annual Residential Inspections: Assist in coordinating and conducting annual inspections for residential units.
Leasing & Showings: Assist with leasing efforts by conducting property showings, taking property photos, helping to craft listing descriptions, drafting small office and residential leases for supervisor approval.
Assist with Renewals: Handle communications with tenants regarding lease renewals, including sending out notices and assisting with paperwork.
Commercial Move-Ins: Coordinate move-in logistics, including signage, internet setup, and parking arrangements.
Submeters – Read & photograph submeters monthly and report readings to supervisor and/or submetering company.
Legal Noticing – serve and file any tenant related legal filings.
Water Bills – Provide submetering company with pertinent Ventura Water Bills monthly.
Utilities – ensure tenants put utilities in their name in a timely manner.
Tenant Move-In – prepare tenant gift, welcome letter, conduct move-in inspection, program key/fob.
Lease Renewal – Prepare renewal option letters for supervisor review and approval.
Key Audit & Organization:
Key Audit: Regularly audit and organize keys for properties and tenant units, ensuring proper records are maintained.
Maintenance & Vendor Coordination:
Work Orders: Assist with work orders, including scanning receipts and matching them with the appropriate work order as well as posting work orders.
Preventative Maintenance: Coordinate with tenants and vendors for preventative maintenance, ensuring all required tasks are completed on time.
Track Janitorial Supplies: Monitor janitorial supplies at properties and cross check supply invoices to make sure they are in alignment.
Recurring Projects:
Insurance Compliance: Assist with insurance compliance tasks.
Excels for Residential Utilities: Update and maintain Excel spreadsheets for residential utilities, ensuring accurate and timely records.
Security Cameras: Monitor and assist with security camera functionality,
Track specific items such as paint colors, fob pins, and serial numbers for appliances.
Qualifications:
Education: High school diploma or equivalent; associate's degree or higher in Business Administration, Property Management, or a related field is a plus.
Experience:
At least 1-2 years of experience in administrative roles, preferably in property management or real estate.
Previous experience with leasing, property inspections, and general office administration is a plus.
Technical Skills:
Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
Familiarity with property management software (AppFolio, Yardi, or similar) is a plus.
Interpersonal Skills:
Strong communication skills, with the ability to interact professionally with tenants, vendors, and team members.
Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
Comfortable working independently, with a proactive attitude and strong time-management skills.
Physical Requirements: Ability to lift and carry office supplies and materials as needed. Comfortable moving around properties for inspections and showings.
Ideal Employee Profile:
The ideal candidate for this role will be an organized, self-motivated individual who can balance multiple tasks efficiently. You should be comfortable interacting with tenants and vendors, have strong attention to detail, and enjoy working in a dynamic environment. A proactive approach to problem-solving and the ability to manage your time effectively are essential to success in this role. Additionally, experience in property management or leasing is highly desirable.
Key Attributes:
Excellent organizational skills and attention to detail
Strong communication and interpersonal skills
Ability to manage time effectively in a fast-paced environment
Self-starter with the ability to work independently and handle multiple responsibilities
Professional demeanor when interacting with tenants, vendors, and team members
Proficiency in property management software and Microsoft Office Suite
A positive attitude and willingness to take on new challenges
Why Join Us:
Work with a dynamic team in a growing property management office.
Opportunity for professional growth with the chance to expand your skills in property management.
Supportive, collaborative environment that fosters learning and development.
Competitive compensation and a flexible work schedule.