Assistant Property Manager / Office Manager

Job Overview:

We are seeking a dynamic and organized individual to fill a multi-faceted role as an Assistant Property Manager, Office Manager, and Receptionist. The ideal candidate will serve as the first point of contact for tenants, clients, and visitors, while also managing day-to-day office operations and assisting in property management tasks. This is a front-facing role that requires excellent communication, multitasking, and problem-solving skills.

Key Responsibilities:

Assistant Property Management:

Assist the Property Manager with the daily operations of properties, including tenant relations and maintenance coordination.

Handle tenant inquiries and ensure timely communication regarding repairs, lease renewals, and other property issues.

Help manage lease documentation, including renewals, applications, and updates.

Coordinate with vendors, contractors, and maintenance teams to schedule services and inspections.

Monitor and track rent payments, issue late payment notices, and help resolve tenant billing inquiries.

Office Management:

Oversee general office operations, including ordering supplies, managing inventory, and ensuring a well-organized and efficient workspace.

Maintain office systems, including filing, document management, and administrative support for senior management.

Ensure office equipment is properly maintained and functioning.

Assist with scheduling meetings, appointments, and office events.

Receptionist & Front-Facing Admin:

Greet and welcome tenants, clients, and visitors with a professional and friendly demeanor.

Answer and direct phone calls and emails, responding to inquiries or directing them to the appropriate team member.

Maintain the reception area, ensuring it is clean, organized, and presentable at all times.

Manage incoming and outgoing mail and deliveries.

Handle general administrative tasks, including data entry, record keeping, and document preparation.

Qualifications:

Proven experience in office administration, property management, or a related field.

Strong interpersonal and communication skills, both written and verbal.

Ability to handle multiple responsibilities in a fast-paced environment.

Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with property management software is a plus.

Strong organizational skills and attention to detail.

Professional and friendly demeanor with a customer-service orientation.

High school diploma or equivalent; a degree in business administration or a related field is preferred.

Key Competencies:

Multitasking: Ability to balance property management, office operations, and reception duties efficiently.

Problem-Solving: Proactively identify and address issues before they escalate.

Customer Service: Exhibit a positive, helpful attitude toward tenants, visitors, and colleagues.

Organization: Maintain well-organized office systems and processes to ensure smooth operations.

Adaptability: Flexibility to manage a range of tasks and responsibilities as they arise.

Compensation:

Competitive salary based on experience.

Benefits package, including health insurance, paid time off, and retirement plan.