Administrative Assistant

Ad-West Realty Services; Polska; Hybrid; PLN 123,000 - 145,000; Part time

Benefits offered by this job

Two weeks vacation accrued

1 week sick accrued

13 company-paid holidays

401(k) with company match up to 4%

Hybrid - 2 days in office, 3 days from

Job summary

Ad-West Realty Services is seeking an entry-level Administrative Assistant to support our corporate office across multiple departments. This role offers a hybrid schedule with 2 days in office and 3 days from home, and a path to grow in property management.

You will gain experience in budgeting, document control, and reporting while learning Notion and RealPage through on-the-job training.

Qualifications

• Basic computer skills and comfort with Office 365; able to learn Notion and RealPage with training.
• Accurate data entry and document handling, with strong attention to detail.
• Comfort working with checklists, trackers, and spreadsheets to support audits, budgets, and monthly reports.
• Strong organizational skills: can keep digital files, email, and tasks organized and easy to find.
• Clear and professional communication in email and in person; asks clarifying questions when needed.

Responsibilities

• Process administrative requests from multiple departments.
• Prepare legal notices using various templates.
• Oversee incoming and outgoing mail.
• Assemble and distribute the monthly financial reports.
• Organize inventory and order supplies for the corporate office.
• Prepare monthly reimbursement invoices and distribute to team members.
• Support audits and budget preparation by collecting items, organizing trackers, and maintaining checklists.
• Support renewals and organization of management documents, including tracking expiration dates and updating files.
• Manage management fees and deposits, ensuring accurate documentation and timely follow up.
• Maintain property records and documents in Notion and SharePoint.
• Provide general administrative support to accounting and property management teams (scheduling, document prep, data entry, follow up).
• Assist the Administrative Manager with special projects.

Skills

Data entry

Organizational skills

Communication

Team player

Customer service

Tools

Office 365

Notion

RealPage

Job description

Location:

Hybrid - 2 days in office, 3 days from home

Job Type:

30 hours per week, non-exempt (with the potential to increase to 40 hours per week based on business needs)

Pay:

$23.00 to $27.00 per hour

Paid Time Off:

2 weeks vacation accrued, 1 week sick accrued, + 13 company-paid holidays

About Us:

Ad-West Realty Services, Inc. is a professional, full-service property management company specializing in managing affordable housing apartment communities in the states of Washington, Oregon, and Nevada since 1986. We believe that all people deserve affordable, safe, and well cared for homes and strive to make positive differences in others’ lives.

Company Culture

• Small, people-oriented company
• Professional but casual, family atmosphere
• We strive to provide excellent and integrity-backed service for our clients, residents, colleagues, and all others we work with

What you will be doing:

In this role, you’ll help keep our corporate office running smoothly and support multiple departments with day to day administrative needs. This is a great opportunity for someone early in their career who wants to learn property management and grow into a more advanced administrative role over time.

• Process administrative requests from multiple departments
• Prepare legal notices using various templates
• Oversee incoming and outgoing mail
• Assemble and distribute the monthly financial reports
• Organize inventory and order supplies for the corporate office
• Prepare monthly reimbursement invoices and distribute them to applicable team members
• Supporting audit and budget preparation by collecting requested items, organizing trackers, and maintaining checklists.
• Supporting renewals and organization of management documents, including tracking expiration dates and updating files.
• Managing management fees and deposits, ensuring accurate documentation and timely follow up
• Maintaining and updating property records and management documents in Notion and SharePoint.
• Providing general administrative support to the accounting and property management teams (scheduling, document prep, data entry, and follow up).
• Assist the Administrative Manager with special projects

What we look for:

We welcome candidates who are still developing their administrative careers. Success in this role is built on strong organizational skills, reliability, attention to detail, professionalism, and a willingness to learn. We are committed to providing training and support for individuals who demonstrate the aptitude and motivation to grow within the role.

• Basic computer skills and comfort with Office 365 (Word, Excel, Outlook); able to learn new tools like Notion and RealPage with training.
• Accurate data entry and document handling, with strong attention to detail and a habit of double checking numbers, dates, and names.
• Comfort working with checklists, trackers, and spreadsheets to support audits, budgets, and monthly reports.
• Strong organizational skills: can keep digital files, email, and tasks organized and easy to find.
• Work style and attitude
• Reliable and consistent: follows through, meets deadlines, and communicates early if something is delayed.
• Curious and willing to learn, open to feedback, interested in understanding the “why” behind tasks, and able to grow into more complex responsibilities over time.
• Clear and professional communication in email and in person; comfortable asking clarifying questions instead of guessing.
• Team oriented and respectful; comfortable supporting both the accounting team and property management team.
• Positive, steady attitude with the ability to handle multiple tasks without getting flustered; uses lists/calendars to stay on track.
• Experience:
• Experience supporting a team, managing administrative tasks, coordinating schedules, maintaining records, or providing customer service is preferred.
• Experience with property management, affordable housing programs, accounting, or banking is beneficial but not required.
• We value potential, work ethic, and a positive attitude as much as direct experience and are willing to train the right candidate.

Experience:

• Experience supporting a team, managing administrative tasks, coordinating schedules, maintaining records, or providing customer service is preferred.
• Experience with property management, affordable housing programs, accounting, or banking is beneficial but not required.
• We value potential, work ethic, and a positive attitude as much as direct experience and are willing to train the right candidate.
• Two weeks vacation accrued
• 401(k) with company match up to 4%
• Hybrid - 2 days in office, 3 days from home