Property Management Administrative Assistant
A San Gabriel Valley Property Management firm specializing in Residential properties is in search of a Property Management Administrative Assistant (PMAA). The candidate will assist and support the Owner of the firm, the Tenant Coordinator and other departments. The ideal candidate has prior experience working in the Residential Property Management field in the Southern California area.
Job Responsibilities of the PMAA include but are not limited to the following:
Provide administrative support such as calendaring and report printing.
Support Tenant Coordinator when needed.
Coordinate communications, meetings and follow ups.
Ensure the accuracy of critical documents essential to the firm.
Assist with the management and storing of documents and reports.
Assist in ensuring documents and reports prepared by the on-site managers are accurately completed and turned in to the office in a timely manner.
In some cases acting as the liaison with tenants and vendors.
Fielding calls and handling minor tenant issues.
Working with the Property Management software Appfolio.
Assisting with Delinquent tenants by serving 3 Day notices.
Drafting memos and/or making phone calls to Tenants related to lease issues, preventative maintenance and delinquencies.
Issuing keys to technicians/vendors and keeping a log of who has the keys and ensuring return of the keys.
Perform necessary functions to facilitate Tenant “Move In” and/or “Move Out”.
Being present at Health, City, Building and Safety, REAP, Sec 8 and Insurance inspections.
Manage and support special assignments.
Type general correspondence, notices and emails.
Assist with obtaining estimates/quotes as needed.
Coordinate with tenants, vendors and contractors access, inspections and walk-throughs.
Review and manage tenant, vendor and property certificates of insurance to ensure compliance. Request new or renew certificates as required.
Collect rents from properties.
Delivering and posting notices at the properties.
Support the managers and leasing agents in dealing with the applicants/tenants.
Perform rental analysis on vacancies.
Requirements of the PMAA include but not limited to the following:
You are a good communicator with people in various roles.
You must have your own dependable car, insurance and clean driving record.
1 to 2 years of experience in the Residential real estate industry a must.
Proficiency with Word, Excel and Outlook.
Knowledge in Appfolio or similar property Management Software.
Dependable, detail oriented, organized and strong communication skills.
Strong customer service skills.
Excellent verbal and written communication skills.
Must be able to work independently and with a team.
Must have excellent time management
Must be able to manage multiple tasks and priorities simultaneously.
High school diploma, some college preferred.
Some basic knowledge of building structures.
Good work ethics.