Administrative Assistant

DOXA Talent, Inc.; Colombia; Remoto; COP 22.320.000 - 39.060.000; Tempo pieno

Descrizione del lavoro

DOXA is seeking a detail-oriented Administrative Assistant to provide essential administrative and operational support to property management teams. You’ll manage confidential information, handle multiple priorities, and meet tight deadlines.

Based in Colombia with remote work, you’ll use Microsoft Word, Excel, Outlook, SharePoint, and Yardi Voyager familiarity to maintain records, process deposits, rent payments, and vendor onboarding.

Competenze

• Bachelor’s degree in a related field is required.
• 2+ years as Administrative Assistant, preferably in property management.
• Proficiency with Word, Excel, Outlook, SharePoint; strong written and verbal communication.

Mansioni

• Manage deposit accounting weekly and ensure checks are mailed per policy.
• Communicate with staff via Outlook and Teams.
• Create and save documents via SharePoint.
• Analyze data for validity and accuracy.
• Format and sort data using Excel and Word.
• Provide administrative support to regional property supervisors.
• Handle confidential and time-sensitive material.
• Onboard new properties and set up vendors.
• Order office supplies with supervisor approval.
• Assist with offboarding and closing properties.
• Process rent payments received by mail.
• Cover reception desk when needed.
• Maintain confidentiality per policy.
• Schedule meetings and appointments for the supervisor.
• Prepare notices such as rent increases and 30/60-day terminations.

Conoscenze

Word

Excel

Outlook

SharePoint

Data management

Analytical

Reporting

Document management

Communication

Formazione

Bachelor's degree

Strumenti

Yardi Voyager

Descrizione del lavoro

At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.

What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role:

We’re seeking a detail-oriented Administrative Assistant to provide essential administrative and operational support to property management teams. This role is ideal for an organized, proactive professional who excels at managing multiple priorities, handling confidential information, and meeting strict deadlines. You’ll play a key role in maintaining accurate records, coordinating administrative processes, and supporting the efficient day-to-day operations of a diverse property portfolio.

Location:

Must be in Colombia – Remote.

Environment:

Colombian and International Teams.

Language:

Advanced English (B2+ - C1).

Timezone:

Monday to Friday – 8:00 AM to 5:00 PM PST.

Contract:

Non-fixed Term Colombian Contract.

Requirements:

• Education: A bachelor’s degree in a related field.
• Experience: At least 2 years of experience as an Administrative Assistant. Experience supporting property management operations and working in a multi-client environment is preferred. Familiarity with internet-based phone systems is a plus.
• Skills: Proficiency in Microsoft Word, Excel, Outlook, and SharePoint. Strong data management, analytical, reporting, document management, and written and verbal communication skills. Familiarity with property management software, particularly Yardi Voyager, is highly desirable.
• Characteristics: Highly organized, detail-oriented, proactive, and capable of prioritizing competing deadlines. Must be comfortable handling confidential information and working independently in an autonomous, self-directed environment.

Responsibilities:

• Manage deposit accounting procedure on a weekly basis and ensure checks are mailed out per the security deposit accounting process
• Communicate with all levels of staff via phone, Outlook, and Microsoft Teams
• Create and save documents via SharePoint
• Analyze data and documents for validity and accuracy
• Format and sort data using Microsoft Excel and Microsoft Word
• Provide administrative support to regional property supervisors
• Process confidential and time-sensitive material
• Call city utility services to set up clean and shows
• Assist with onboarding of new properties and new vendor setup
• Order office supplies for property managers after obtaining supervisor approval
• Assist with offboarding and closing out properties
• Collect and process rent payments mailed into the office
• Provide coverage for absent manager
• Set up Section 8 / HUD Residents in the system
• Follow up with employees with missing timesheets
• Forward incoming invoices to property manager and process upon request
• Prepare monthly expense reports for the supervisor
• File, type, copy, bind, and scan documents
• Cover the reception desk when required
• Maintain confidential and sensitive information per company policy to ensure privacy is secured
• Organize and schedule meetings and appointments as directed by the supervisor
• Prepare notices such as rent increase and 30/60-day termination
• Screen calls from residents, vendors, and managers