Our Company
At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.
What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.
The Role
We're seeking an
Administrative Assistant. This role is designed for a highly organized, detail-oriented professional who thrives in a fast-paced environment and enjoys supporting multiple stakeholders.
You'll play a key role in ensuring the efficient operation of assigned property portfolios by providing administrative support, managing documentation, coordinating processes, and maintaining accurate records while meeting critical deadlines.
Location: Must be in Colombia – Remote.
Environment: Colombian and International Teams.
Language: Advanced English (B2+ - C1).
Timezone: Monday to Friday – 8:00 AM – 5:00 PM PST.
Contract: Non-fixed Term Colombian Contract.
Requirements
- High school graduate or any Bachelor's degree in the related field
- At least 2 years of experience as an Administrative Assistant
- Proficient in Microsoft Word, Excel, Outlook, and SharePoint
- A background in property management support is preferred
- Has background on any internet-based phone system
- Experience in a multi-client environment
- Strong organization, oral and written communication skills
- Analytical skills with particular attention to detail
- Aptitude in data management, analytics, reporting preparation
- Ability to function in an autonomous environment—independent worker, self-directed
Education: High School Diploma or Bachelor's Degree in Business Administration, Management, or a related field.
Experience: Minimum 2 years of experience as an Administrative Assistant or in a similar administrative support role. Experience supporting property management operations is highly preferred.
Skills: Proficiency in Microsoft Word, Excel, Outlook, SharePoint, and internet-based phone systems. Strong data management, reporting, organizational, and analytical skills with exceptional attention to detail. Ability to work independently and manage multiple priorities. Experience in multi-client environments is a plus.
Characteristics: Strong communication skills, proactive mindset, confidentiality, accountability, adaptability, time management, and the ability to work autonomously.
Responsibilities
- Manage deposit accounting procedure on a weekly basis and ensure checks are mailed out per the security deposit accounting process
- Communicate with all levels of staff via phone, Outlook, and Microsoft Teams
- Create and save documents via SharePoint
- Analyze data and documents for validity and accuracy
- Format and sort data using Microsoft Excel and Microsoft Word
- Provide administrative support to regional property supervisors
- Process confidential and time-sensitive material
- Call city utility services to set up clean and shows
- Assist with onboarding of new properties and new vendor setup
- Order office supplies for property managers after obtaining supervisor approval
- Assist with offboarding and closing out properties
- Collect and process rent payments mailed into the office
- Provide coverage for absent manager
- Set up Section 8 / HUD Residents in the system
- Format financial cover letters per supervisor's direction if applicable
- Follow up with employees with missing timesheets
- Forward incoming invoices to property manager and process upon request
- Prepare monthly expense reports for the supervisor
- File, type, copy, bind, and scan documents
- Cover the reception desk when required
- Maintain confidential and sensitive information per company policy to ensure privacy is secured
- Organize and schedule meetings and appointments as directed by the supervisor
- Prepare notices such as rent increase and 30/60-day termination
- Screen calls from residents, vendors, and managers
