PH - Admin & Executive Assistant in Property Management

Location: Work from Home
Type of Employment: Full-time or part-time depending on the business need.
Work shift: USA Business Hours

Job Overview

We are looking for a highly organized and proactive Admin & Executive Assistant to provide top-level administrative support to our property management executives. This role involves handling day-to-day administrative tasks, supporting property management operations, managing schedules, and acting as a liaison between executives, tenants, and team members. The ideal candidate will have a strong background in property management administration and a keen ability to prioritize and multitask in a fast-paced environment.

Key Responsibilities

• Executive Support
  • Manage executive calendars, schedule meetings, and coordinate appointments.
  • Prepare meeting agendas, take minutes, and organize action items.
  • Coordinate travel arrangements and itineraries for executives as needed.
• Property Management Assistance
  • Support with lease administration, including tracking renewals, reviewing lease documents, and preparing lease abstracts.
  • Assist in managing tenant communication and follow up on inquiries, issues, and requests.
  • Coordinate maintenance requests with vendors and contractors, tracking completion and quality assurance.
• Administrative Tasks
  • Prepare and organize documentation, correspondence, and property management reports.
  • Handle email correspondence, organize digital files, and ensure data accuracy in property management software.
  • Maintain records of tenant interactions, lease renewals, and maintenance history.
• Financial Assistance
  • Support accounts payable and receivable by coordinating with the finance team on invoicing and payment tracking.
  • Assist in budget preparation and expense tracking, maintaining an organized record of property-related expenses.
  • Compile and review monthly financial reports and occupancy summaries for executive review.
• Communication and Coordination
  • Serve as a liaison between executives, tenants, property managers, and vendors.
  • Coordinate team meetings, distribute updates, and track follow-ups to ensure tasks are completed on time.
  • Draft and distribute tenant notices, newsletters, and important announcements.

Qualifications

• Experience: Minimum of 3 years in an administrative or executive support role, ideally within the property management or real estate industry.
• Skills:
  • Strong organizational and multitasking abilities.
  • Excellent verbal and written communication skills.
  • Proficiency in Microsoft Office Suite, Google Workspace, and property management software (e.g., Yardi, Appfolio).
• Technical Requirements: Reliable internet connection, computer with up-to-date software, and familiarity with virtual communication tools.

Preferred Qualifications

• Experience supporting senior-level executives in a remote environment.
• Familiarity with property management operations, tenant relations, and maintenance coordination.
• Ability to work independently, manage multiple priorities, and maintain confidentiality.