Administrative Assistant

Job Summary

The Administrative & Billing Assistant supports the daily operations of the Property Management division through administrative coordination, tenant and vendor communication, maintenance and billing administration, document management, and project support. This role ensures accurate records, timely service delivery, and exceptional customer experiences while supporting the overall performance of the property management division.

Essential Functions

• Demonstrates Company Core Values
• Assists in the smooth operation of the office by managing incoming calls, emails, and other correspondence
• Adds routine inquiries, and escalates messages as appropriate
• Manages the commercial work order billing process, ensuring accurate expense coding, invoice preparation, timely billing, documentation retention, and compliance with lease requirements and accounting standards
• Codes work order expenses accurately to properties, cost centers, and CAM (Common Area Maintenance) categories in accordance with lease terms and accounting standards
• Maintains detailed work order records and billing documentation to ensure compliance
• Enters maintenance requests from tenants, property managers, and maintenance staff (AppFolio software)
• Maintains accurate electronic records, databases, SharePoint libraries, and property management systems
• Organizes and validates information to support reporting, compliance, and operational decision-making
• Ensures a tidy and organized workspace
• Drafts, formats and proofreads documents, reports, presentations, and other materials
• Ensures accuracy and adherence to formatting guidelines
• Serves as a point of contact for internal and existing stakeholders
• Communicates effectively and professionally via phone, email and in-person interactions
• Drafts meeting agendas, takes minutes and distributes materials as required; follows up on action items and ensure timely completion of tasks
• Provides administrative support for various projects, including commercial lease administration, independent contractor agreements, vendor insurance compliance, report distribution, research, coordination, process documentation, and workflow improvement initiatives
• Collaborates with team members to ensure project objectives are met
• Performs general administrative tasks, such as filing, scanning, copying and faxing
• Handles incoming and outgoing mail and packages
• Aids in the bi-weekly collection of commercial mileage reports and submits them for approval

Education/Experience/Qualifications

• High school diploma or equivalent
• Associate’s degree preferred
• Prior administrative, customer service or office experience
• Property management or real estate experience preferred
• Prior billing, invoice, document management or related experience
• Bilingual in Spanish preferred

Required Skills / Abilities

• Proficiency with Microsoft 365 applications including Outlook, Excel, Word, Teams, SharePoint, and PowerPoint
• Ability to manage digital documents, workflows, and records utilizing SharePoint and cloud-based collaboration tools
• Demonstrates curiosity and adaptability in learning new technologies, automation tools, and AI-enabled business applications
• Ability to complete Fair housing training within 30 days of employment
• Strong customer service skills
• Excellent communication and interpersonal skills
• Ability to prioritize tasks, stay organized, manage multiple projects simultaneously with attention to detail, and meet deadlines in a fast-paced environment

Special Demands/Physical Requirements

• Small amounts of lifting, twisting, bending, sitting, standing, keyboarding, etc.
• Sitting or standing at a desk for long periods of time indoors
• Eye and hand coordination for viewing of monitor screen and multiple reports along with high volume of keyboard use