Job Description
Description We're searching for a diligent office assistant to provide administrative support. You'll be responsible for responding to all complaints and questions in a friendly and timely manner, implementing office standards to streamline our processes, scheduling appointments and company trips, ordering office equipment, and marketing our brand through community events and print and digital mediums. Applicants should be extremely thorough, possess excellent communication skills, and have some background in customer service. Send us your resume today to become part of the team!
Responsibilities Administrative & Office Support • Serve as the first point of contact for calls, emails, and in-person inquiries.
• Maintain office calendar, schedule meetings, and coordinate with building supers, vendors, and board members.
• Assist in preparing notices, letters, board packages, reports, and official correspondence.
• Manage digital filing systems and ensure documents are properly organized in the company system.
• Prepare, scan, and upload invoices, proposals, and compliance documents.
• Support with onboarding new buildings, including organizing files, contracts, and compliance logs.
Property Management Support • Handle incoming service requests and coordinate with supers and vendors for repairs and building needs.
• Track work orders, follow up on open items, and ensure timely completion.
• Assist with HPD/DOB compliance tracking, filing documentation, and updating registers.
• Maintain logs for violations, insurance certificates, renewal dates, and inspection schedules.
• Help prepare monthly management reports and meeting summaries.
Vendor & Resident Communication • Respond to residents professionally and courteously; escalate issues when necessary.
• Coordinate with vendors for proposals, scheduling, and access to buildings.
• Maintain updated contact lists for residents, board members, vendors, and staff.
Financial & A/P Assistance • Assist with processing invoices through AvidXchange/AppFolio.
• Verify vendor documents, W-9s, insurance certificates, and contract terms.
• Help track project expenses, assessments, and reimbursements.
• Generate status reports as requested so the team is informed with progress reports
• Plan community events to market the company and increase brand awareness
• Strengthen existing abilities and gain new ones by participating in training opportunities
• Increase productivity by creating record-keeping procedures for customer data filing systems
• Act as a point of contact for complaints or questions from customers and respond in a timely manner
Qualifications • 1-3 years of administrative or property management experience (preferred).
• Strong written and verbal communication skills.
• Highly organized with the ability to multitask in a high-volume environment.
• Proficient with Google Workspace (Docs, Sheets, Drive) and/or Microsoft Office.
• Experience with AppFolio, ClickPay, or other property management software is a plus.
• Ability to learn new systems quickly (AvidXchange, HPD Online, DOB Now, etc.).
• Bilingual (English/Spanish or English/Chinese) a plus.
• High school diploma or GED required, some college experience preferred
• Proven track record of completing projects on time in an orderly manner
• Prior experience in office management or our industry is a plus
• Technologically savvy; basic knowledge of Microsoft Office Word and Excel programs and filing systems with the ability to learn new programs quickly and troubleshoot common issues
• Display excellent written, problem-solving, and verbal communication skills
Job Tags
Contract work, Work at office,