Property Management Administrative Assistant
Job Type: Full-Time
Work Hours: Monday to Friday. 8:00 AM to 5:00 PM Pacific Time, with a 1-hour unpaid break
Salary: $1,000 per month
Job Overview:
We are seeking a Property Management Administrative Assistant to provide comprehensive administrative and operational support to our property management team overseeing commercial, residential, and HOA properties in a fully remote environment. This role plays a critical part in ensuring smooth day-to-day property operations through effective maintenance coordination, accurate documentation, and timely communication with tenants, owners, vendors, and HOA boards. The ideal candidate is highly organized, detail-oriented, and comfortable working independently while managing multiple priorities in a fast-paced setting. Strong communication skills, professionalism, and a customer-service mindset are essential to supporting property supervisors and maintaining efficient property and HOA governance operations.
Key Responsibilities:
Administrative & Operational Support
- Provide day-to-day administrative assistance to the assigned Property Supervisor(s).
- Prepare correspondence, reports, spreadsheets, and other administrative documents.
- Maintain organized electronic filing systems for property records, contracts, and correspondence.
- Maintain and manage shared calendars for Property Supervisor(s), including scheduling inspections, vendor appointments, meetings, and key property-related deadlines, based on direction provided by the Property Supervisor(s).
- Coordinate and confirm calendar entries with internal staff, vendors, and clients as needed. This role does not have authority to make independent operational or financial decisions related to scheduling.
- Assist with tracking deadlines, renewals, and follow-ups related to property operations.
- Assist with tracking deadlines, renewals, and follow-ups related to property operations.
Work Order Creation & Maintenance Coordination
- Create, process, and manage maintenance work orders for commercial, residential, and HOA properties.
- Coordinate with vendors, contractors, and maintenance teams to ensure timely completion of work orders.
- Track work order status, follow up on outstanding items, and update records accordingly.
- Communicate maintenance updates to property supervisors, tenants, owners, and HOA boards as appropriate.
Commercial Property Support
- Provide administrative support related to commercial property maintenance and operations.
- Assist with vendor coordination, service scheduling, and documentation.
- Support tenant communications related to maintenance and operational issues.
- Residential & HOA Administrative Support
- Assist with residential and HOA administration, including preparation of board packets, meeting materials, and agendas.
- Support annual HOA processes such as elections, notices, ballots, and related documentation.
- Respond to routine inquiries from homeowners, tenants, and board members in a professional and timely manner.
- Develop and maintain knowledge of HOA procedures, governing documents, and compliance requirements, or demonstrate the ability and willingness to learn.
Communication & Customer Service
- Answer and respond to emails from tenants, owners, vendors, and clients in a timely and professional manner.
- Handle incoming phone calls through company-designated systems, route inquiries appropriately, and document communications as needed.
- Be available during assigned working hours via Zoom, Slack, email, and phone, as required.
- Participate in virtual meetings, training, and check-ins.
- Maintain a high level of customer service while managing sensitive or urgent situations in a remote setting.
Utilities & Emergency Coordination
- Contact utility companies and emergency service providers on behalf of tenants or clients when urgent services are required.
- Assist with coordination and documentation of emergency maintenance issues.
- Escalate urgent matters to the Property Supervisor or appropriate management personnel promptly.
Required Qualifications:
- Strong organizational and time management skills with attention to detail.
- Ability to manage multiple tasks and prioritize effectively.
- Proficient in Microsoft Office (Outlook, Word, Excel) and property management software; ability to learn new systems quickly.
- Strong written and verbal communication skills.
- Professional demeanor and customer-service-oriented approach.
- Ability to work independently and as part of a team.
- Ability to maintain confidentiality and exercise sound judgment.
- Ability to work independently from a home office with reliable internet access.
- Ability to communicate effectively via phone, video conferencing, and email.
- Ability to manage workload, meet deadlines, and remain responsive during scheduled work hours.
- May require occasional after-hours responsiveness for urgent matters, as directed and in accordance with company policy.
Note: An NBI or police clearance will be required upon acceptance of the job offer.
