Administrative
Take a look to our job description templates that will help you hire highly skilled, talented, and valuable property management remote team members.
Job Roles
About the role – Admin Support
The admin assists executives in different areas of Property Management in their everyday activity and ensures that business operations are well-organized. Their duties are clerical and administrative, and they may also be responsible for implementing new procedures.
Responsibilities
- Respond telephonically to inquiries from prospects inquiring about rental homes
- Respond electronically to inquiries from prospects inquiring about rental homes
- Process and track admin documents throughout the office
- Maintain office calendar
- Process prospect’s Applications – track applications
- Posts Administrative data accurately in owner, tenant and vendor files.
- Coordinate with vendors and clients
- Ensures all move-in/move-out paperwork is completed correctly, has been approved by the department manager, and is entered correctly into the files.
- Works with Office Team to ensure that properties are maintained as outlined in lease
- Assist with billing and invoicing
- Takes service requests and works with Office Team to resolve issues
- Works with the Office Team on all aspects of the company’s marketing program.
- Ensure proper tenant insurance is in place
- Â Support Management Staff
- Â Coordinate with vendors and client
About the role – Executive Assistant
An executive assistant is commonly found answering phones, screening visitors, making travel arrangements, preparing reports, filing and organizing documents, recording meeting minutes, and performing basic bookkeeping tasks.
Requirements
- Proven experience as admin- executive assistant.
- Experience in Property Management is a Plus.
- Advanced Excel skills, certified preferred.
- Fluent in spoken and written (English and English).
- Dedicated and detail-oriented.
- Able to work in a fast-paced environment.
- Time management skills.
- Headset and webcam.
- Internet coverage with virtually no downtime.
Responsibilities
- Entering invoices and bills in the PM software
- Update lease forms and documents
- Ensure all tenant’s and owners’ insurance programs are up to date.
- Overseeing and responding to resident’s requests and complaints
- Ensuring rent is paid on time
- Support the enforcement of the lease when necessary.
- Call delinquent balance.
- Prepare and deliver electronic lease and appropriate paperwork.
- Notify owners and communicate status updates to staff.
- Entering data and uploading documents to our management software.
About the role – Administrative Assistant
Administrative assistants provide support to managers, and other staff by handling a variety of tasks to ensure that all interactions between the organization and others are positive and productive. These professionals may also be referred to as administrative coordinators or administrative specialists.
Requirements
- Associate degree in a related field.
- Prior administrative experience.
- Excellent computer skills, especially typing.
- Attention to detail.
- Multilingualism may be preferred or required.
- Desire to be proactive and create a positive experience for others.
Responsibilities
- Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
- Providing real-time scheduling support by booking appointments and preventing conflicts.
- Making travel arrangements, such as booking flights, and cars, and making hotel and restaurant reservations.
- Screening phone calls and routing callers to the appropriate party.
- Generate reports, transcribe minutes from meetings, create presentations, and conduct research.
- Maintain polite and professional communication via phone, e-mail, and mail.
- Anticipate the needs of others to ensure their seamless and positive experience.
About the role – Assistant to the PM
An executive assistant is commonly found answering phones, screening visitors, making travel arrangements, preparing reports, filing and organizing documents, recording meeting minutes, and performing basic bookkeeping tasks.
The assistant will manage mostly business-related tasks for the team such as creating reports, organizing travel and accommodation, taking minutes, and other organizational tasks.
To do this role properly he/she should have a detailed understanding of the full Microsoft Office suite, be extremely fast at solving problems and have experience as an executive or administrative assistant in the past.
Requirements
- Proven experience as admin- executive assistant.
- Experience in Property Management is a Plus.
- Advanced Excel skills, certified preferred.
- Fluent in spoken and written (English and English).
- Dedicated and detail-oriented.
- Able to work in a fast-paced environment.
- Time management skills.
- Headset and webcam.
- Internet coverage with virtually no downtime.
Responsibilities
- Entering invoices and bills in the PM software
- Update lease forms and documents
- Ensure all tenant’s and owners’ insurance programs are up to date.
- Overseeing and responding to resident’s requests and complaints
- Ensuring rent is paid on time
- Support the enforcement of the lease when necessary.
- Call delinquent balance.
- Prepare and deliver electronic lease and appropriate paperwork.
- Notify owners and communicate status updates to staff.
- Entering data and uploading documents to our management software.
