Administrative Assistant

About the role

The Administrative Assistant supports management teams and ensures efficient handling of administrative tasks, client communication, and work order coordination.

Responsibilities

• Provides administrative support to portfolio managers and team members.
• Assists with preparing correspondence, reports, and documentation as needed.
• Maintains organized records and files for communities and internal use.
• Schedules, coordinates meetings, and handles general office tasks.
• Processes and tracks work orders to ensure timely completion.
• Collaborates with vendors and contractors regarding service requests.
• Follows up on open work orders and provides status updates as needed.
• Ensures all work order documentation is accurate and properly recorded.
• Provides timely and professional customer service to homeowners, board members, and clients.
• Responds to client and homeowner inquiries via phone, email, and system platforms.
• Researches and resolves questions or concerns in a thorough and efficient manner.
• Maintains clear and consistent communication with clients regarding requests and updates.
• Ensures all responses are handled within established service timelines.
• Collaborates with management and internal teams to support daily operations.
• Maintains accurate and organized records for tracking and reporting purposes.
• Assists with additional administrative and operational tasks as needed.
• Fulfills corporate support responsibilities including following policies, contributing to a positive team environment, and representing the company professionally.

Requirements

• Physical requirements include standing, sitting, crouching, bending, reaching, using hands to handle and feel objects or equipment, reaching with hands and arms, lifting up to 25 pounds, exposure to extreme temperatures, and driving a vehicle to transport to and from work locations.
• Must have a valid driver’s license.