Administrative Assistant

Description:

PRM is seeking a highly organized, detail-oriented, and dependable Administrative Assistant to provide administrative and operational support to our property management team in Plover, Wisconsin! This position plays an important role in keeping daily operations running smoothly through accurate financial processing, organized recordkeeping, vendor coordination, resident communication, and support for on-site teams.

The ideal candidate is a strong communicator who can manage multiple priorities, meet deadlines, and maintain accuracy while providing professional and responsive service to residents, vendors, and team members. This position will require a minimum of 40 hours per work week and will report directly to the Property Manager.

Duties and Responsibilities

1. Accounts Payable & Collection Submissions

• Receive, review, code, and process invoices for payment in accordance with company procedures.
• Verify invoice information, obtain necessary approvals, and follow up on missing documentation or discrepancies.
• Prepare and submit collection documentation accurately and within established deadlines.
• Track collection submissions and follow up on pending, incomplete, or rejected items.

2. Administrative & File Management

• Organize and maintain electronic and paper files, records, and documentation.
• Prepare, update, and distribute notices, letters, forms, and other correspondence.
• Complete data entry and maintain accurate information in company systems.
• Monitor emails, manage incoming requests, and ensure timely follow-up.
• Assist with reports, spreadsheets, document preparation, and other general administrative tasks.

3. Vendor Coordination & Scheduling

• Coordinate vendor scheduling for property-related services, repairs, and other operational needs.
• Contact vendors to obtain quotes, confirm availability, and gather necessary information.
• Communicate scheduling details and updates to on-site teams and other applicable parties.
• Follow up on outstanding quotes, scheduled services, and vendor requests.
• Maintain organized records of vendor communications, quotes, and related documentation.

4. Resident & Team Communication

• Answer incoming phone calls and direct inquiries to the appropriate department or team member.
• Communicate professionally with residents regarding notices, scheduling, requests, and general inquiries.
• Prepare and distribute resident notices and other property-related communications as directed.
• Communicate with on-site property teams to coordinate requests, share updates, and ensure information is communicated accurately.
• Maintain a professional, helpful, and service-oriented approach in all communications.

5. General Responsibilities

• Support daily administrative operations and assist with special projects as assigned.
• Prioritize tasks and manage multiple responsibilities while meeting deadlines.
• Identify missing information, discrepancies, or outstanding items and coordinate follow-up.
• Maintain confidentiality and adhere to company policies and procedures.
• Perform other general administrative duties as needed to support the team.

Requirements:

• Previous administrative, office support, accounts payable, or related experience preferred.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office, particularly Word and Excel.
• Ability to learn and navigate property management software and other computer systems.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Professional and courteous telephone and customer service skills.
• Ability to work independently while collaborating effectively with on-site teams, vendors, and Property Manager.

Educational Requirements

• High school diploma or GED required.
• Additional education or coursework in business administration, accounting, property management or a related field preferred.

Work Expectations

• Maintain dependable attendance and consistent working hours.
• Complete assigned responsibilities accurately and in a timely manner.
• Demonstrate professionalism, initiative, and a willingness to assist where needed.
• Follow established company policies, procedures, and administrative processes.

Perks & Benefits:

• Health, vision, and dental coverage starting within 30 days of hire
• 401(k) with company match after one month
• Paid vacation, holidays, birthday off, and one floating holiday each year
• Paid parental leave
• Employer-paid life, short-term, and long-term disability insurance
• Rent discounts
• Friendly, supportive team with fun annual events and more!