Job Overview
The Office Assistant - Property Management plays a vital role in supporting daily property operations, enhancing resident satisfaction, and streamlining administrative workflows. This position serves as a key point of contact for tenants, vendors, and visitors while maintaining organized lease records, coordinating maintenance requests, and supporting office financial processes to ensure smooth management of property assets.
Key Responsibilities
1. Administrative Support
- Manage incoming phone calls, emails, and general office communications efficiently.
- Organize and maintain accurate digital files, records, and resident database archives.
- Prepare routine tenant correspondence, notices, and official documentation accurately and in a timely manner.
2. Lease Administration & Onboarding
- Draft and prepare formal lease agreements, addendums, and community policy updates.
- Track lease renewals and expiration dates, sending timely notices to current residents.
- Process rental applications, performing preliminary checks and verification documentation.
- Onboard new residents, facilitating smooth move-in schedules and key handoffs.
- Assist with move-in and move-out inspections with tenants, meticulously documenting property condition and repair needs.
3. Maintenance Coordination
- Log and track incoming service and maintenance requests from tenants via property software.
- Schedule repairs and coordinate access with outside vendors, contractors, and internal maintenance staff.
- Monitor work order status to ensure timely resolution and high tenant satisfaction.
4. Tenant Relations
- Greet visitors, residents, and prospective tenants in a welcoming and professional manner.
- Respond to resident inquiries promptly and provide helpful community information.
- Assist in resolving basic tenant complaints and concerns, escalating complex issues to management when necessary.
5. Financial Tracking & Accounts
- Assist with tracking routine property management and operating expenses.
- Process incoming vendor invoices, verify completion of work, and prepare documentation for approval.
- Monitor rent payments, assist in tracking past-due accounts, and maintain accurate basic financial logs.
Required Qualifications
- High school diploma or equivalent
- Previous administrative or office support experience (property management or real estate experience is a plus).
- Strong verbal and written communication skills with professional phone etiquette.
- Proficiency with Microsoft Office Suite, Google Workspace, and property management software solutions.
- Excellent organizational and time management skills with strong attention to detail.
- Outstanding customer service skills and interpersonal abilities to handle diverse interactions gracefully.
