Executive Assistant/Operations Administrator

Overview
We are seeking a highly organized and proactive Executive Assistant/ Operations Administrator to provide comprehensive administrative support to our executive team at a property management office. The ideal candidate will possess exceptional communication skills, strong attention to detail, and the ability to manage multiple tasks efficiently.

This role has a natural progression into an operations director for the right candidate.

Assistant Duties

• Post office runs for collecting and sending mail
• Invoice processing -> scanning, uploading, filing
• Check and coin processing -> scanning, depositing
• Utility management at move in/move out time and new property onboarding
• Email/phone/text management and communication assistance
• Provide executive administrative support, including managing calendars, scheduling appointments, and coordinating meetings.
• Manage office operations, including filing, data entry, and clerical tasks.
• Utilize AI and Google Workspace for document creation, proofreading, and transcription.
• Maintain phone etiquette while responding to inquiries professionally.
• Serve as a personal assistant when needed, providing support for personal tasks as requested by executives.
• Ensure efficient office management by maintaining supplies and equipment.

Operations Duties:

• Assist with follow up and orchestration of internal and client related projects
• Assist with light financial matters
• Complete new property onboarding
• Attend inspections
• Attend meetings --> Prepare/print meeting materials, take notes, prepare minutes
• Draft and file scripts
• Organize standard operating procedures
• Create, update, and organize templates
• Provide a quality assurance layer to operational activities through routine audits and identify improvement areas
• Receive team reports and prepare for internal meetings
• Track inventory records in appfolio
• Prepare routine newsletters, cards, and gifts
• Organize electronic files
• Send updated management agreements

Requirements

• Well versed in AI is a critically required skill
• Organized, logical, interested in growth opportunities.
• Proven experience is a plus.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Proficiency in Google Workspace.
• Experience with Appfolio or property management is preferred/ideal
• Excellent typing skills with a high level of accuracy in data entry.
• Familiarity with calendar management using Google Calendar.
• Strong proofreading skills with attention to detail in written communications.
• Ability to handle confidential information with discretion.
• Exceptional communication skills both verbally and in writing.
• Customer service experience is highly desirable.
• Must be trustworthy, calm, conscientious, team player, willing to learn, and able to multitask in a fast paced environment

If you are a motivated individual looking to contribute your skills in a team environment, we encourage you to apply for this exciting opportunity as an Executive Assistant/ Operations Administrator within our property management team.

Job Type: Part-time

Pay: $18.00 - $23.50 per hour

Benefits:

• Flexible schedule

Work Location: In person