Job Details

Job Title

Administrative

Employment Type

Full time or Part time

Job Summary

We are seeking a highly organized, resourceful, and discreet Administrative Assistant to support a private property owner in managing multiple properties and assist in a 55+ community. The ideal candidate will be proactive, tech-savvy, and able to handle a variety of tasks with minimal supervision, ensuring smooth operations and peace of mind for the property owner and company.

Key Responsibilities

• Coordinate with tenants, contractors, and service providers for maintenance, repairs, and renovations.
• Schedule regular inspections and ensure all properties are clean, secure, and well?maintained.
• Handle utility bills, property taxes, insurance, vendor invoices, and warranty company repairs.
• Assist with property rentals (short?term or long?term) if applicable; prepare rental agreements, renters insurance, credit checks, and MLS listings.
• Maintain filing systems for rental agreements, receipts, warranties, insurance, credit checks, and legal documents.

• Respond to emails and phone calls on behalf of the property owner when requested, ensuring owner approval before sending, and follow up on any emails needing attention.
• Read, review, and edit all of the owners emails and inquiries from potential renters, making a list of inquiries and notifying the owner promptly.
• Maintain budgets and track property?related expenses and income.
• Research vendors, products, or travel destinations as requested.
• Provide regular updates and reports to the property owner.
• Handle any personal tasks or jobs that may be required for the owner.

Qualifications

• Proven experience as an Assistant, Executive Assistant, or Property Coordinator.
• Strong organizational and time?management skills.
• Excellent communication and interpersonal abilities.
• A self?starter who can anticipate and be self?directed while keeping the owner abreast of new ideas, alternatives, and solutions.
• Tech?savvy with proficiency in Microsoft Office, Google Workspace, Google Drive, OneDrive, or task?management apps.
• Typing speed of at least 60 words per minute.
• Discretion and confidentiality are essential; must sign a confidentiality agreement.
• Valid drivers license and reliable transportation.

Hours: Tuesday, Wednesday, Thursday, Friday, and Saturday daytime hours.

Preferred

• Experience in property management or real estate.
• Familiarity with smart home systems and maintenance protocols.
• Flexibility to travel or work occasional evenings/weekends.