Property Management Administrative Assistant/Office Support

Property Management Services, a real estate management company, is currently seeking a full-time Administrative Assistant/Office Support Specialist, who will also provide support to our on-site and remote personnel. The successful candidate will maintain a high level of organizational skills and be an excellent communicator. Salary will commensurate with experience.

Responsibilities/Duties will include the following:

• Answer and route phone calls/emails from clients, tenants, vendors and contractors to the appropriate contact within property management and/or dispatch field personnel based on immediate needs.
• Create & maintain building files (both paper and electronic) for approximately 25 residential properties.
• Communicate daily with tenants regarding property-related issues and information relevant to their space via telephone, email and through Building Engines software.
• Communicate with vendors regarding all aspects of building maintenance and emergency service calls.
• Investigate and assist in the resolution of all tenant complaints, disturbances, and violations.
• Assist with completion of zoning and occupancy permit applications for submission to townships related to tenant move-ins; work with township to resolve questions regarding tenant operations and secure necessary approvals.
• Assist in preparation of construction permit application filings; prepare paperwork for post-construction inspections and disseminate to contractors, tenants, and other parties.
• Prepare/issue purchase orders and change orders to third party vendors and issue termination letters to vendors as necessary.
• Collect and track vendor’s insurance certificates in accordance with specific property owners’ requirements.
• Maintain inventory of uniforms for field personnel and report costs to Accounts Payable.
• Assist Manager with compiling and approving invoices, forwarding to the accounting team for processing and assist in resolving any billing discrepancies involving third party contractors.
• Address ad hoc requests for building information and bid comparisons.
• Provide general administrative support for Property and Building Managers.
• Maintain maintenance logs (training provided) and assist manager in compiling monthly reports.
• Perform occasional site visits to managed sites.

Position Requirements:

• Ability to multi-task, meet frequent deadlines, prioritize and have strong organization, time management and problem-solving skills.
• Comfortable with communicating and interacting effectively with all company personnel and tenants.
• Strong administrative and customer service skills
• Strong computer skills with knowledge of Microsoft Office Suite (Office 365).
• Knowledge of property management software systems (i.e. Skyline, Avid Exchange, MRI, Yardi, Building Engines) is a plus.

Experience/Education:

• At least one (1) year of residential and/or commercial property management experience. (Preferred)
• Associates Degree in Business (Preferred)
• Experience as a paralegal or other court experience is a plus.

Benefits:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Paid Time Off
• Retirement Plan

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• West Springfield, MA 01089: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• When are you available for a Facetime call - please provide best number to call
• What are your salary requirements?

Experience:

• Office: 3 years (Preferred)

Language:

• Spanish (Preferred)

Work Location: One location

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