We are seeking an experienced and dedicated Administrative Coordinator to join our property management team full-time. This role will provide essential support across multiple functions, including light reception duties, office management, administrative support for various departments, data entry, and executive support to senior management. The ideal candidate is highly organized, proactive, detail-oriented, and capable to managing a variety of tasks while anticipating the needs of the executives and management teams.
Key Responsibilities:
Office Management and Reception:
- Answer and direct incoming phone calls in a professional and friendly manner.
- Greet and assist clients, vendors, and visitors in the office.
- Manage general office email inbox and ensure inquiries are routed to the appropriate person or department.
- Oversee the day-to-day operations of the office, including managing office supplies, coordinating office services and ensuring the office environment runs efficiently.
- Assist in development and implementation of office policies and procedures to optimize operational efficiency.
Administrative Support:
- Assist in organizing and maintaining files, records, and databases.
- Prepare documents, letters, memos, and emails as needed.
- Assist property managers with administrative tasks related to tenant communication, lease documentation, and property inspections.
- Collaborate and provide support to executives and property managers on larger scale projects and events.
Data Entry:
- Enter and update client and property information in company databases.
- Assist with maintaining accurate property, vendor, and tenant records.
- Ensure that all data entered is correct and up-to-date, supporting accounting, maintenance, and management teams as needed.
- Perform accounting data entry, including inputting invoices and managing accounts payable/receivable.
Executive Support:
- Provide direct support to senior management, including calendar management, travel arrangements, and meeting coordination.
- Assist with preparing presentations, reports, and other strategic materials for internal and external needs.
- Act as a liaison between executives, staff and clients ensuring smooth communication and coordination of business details.
- Handle confidential information and sensitive matters with discretion and professionalism.
Client/Vendor Communication:
- Assist with vendor coordination and follow-up on work orders or project statuses.
- Handle communication with tenants and owners regarding updates, repairs, and maintenance schedules.
- Maintain relationships with key clients and vendors, handling correspondence and addressing inquiries on behalf of executives.
Qualifications:
Education:
- Bachelor’s degree in business administration, communications, or a related field preferred but not required.
Experience:
- 5+ years of experience in an administrative or executive support role, preferably in property management or real estate.
- Experience with accounting data entry and familiarity with financial processes (e.g., invoicing, accounts payable/receivable).
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Skills:
- Exceptional organizational and multitasking skills, with the ability to manage complex and high-level projects.
- Strong written and verbal communication skills, with a professional demeanor.
- Ability to work independently and take initiative, while anticipating the needs of senior leadership.
- A positive attitude with a client-focused approach.
- Proven experience in managing confidential information with a high level of discretion.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Professional demeanor with strong interpersonal skills, capable of working across teams and maintaining client/vendor relationships.
