Admin Assistant - Condominium Team

Automatic Data Processing, Inc.; Kalamazoo (MI); On-site; USD 50,000 - 55,000; Full time

Job summary

Gardner Management Company in Kalamazoo, Michigan, is hiring a full-time, in-office Administrative Assistant to support our Condominium Property Management team. You will be the first point of contact for unit owners, residents, board members and vendors, by phone, email and in person.

This role keeps our condo managers organized and our associations well served. It suits someone who is calm under pressure, enjoys helping people, and takes pride in accurate, timely follow-through.

Qualifications

• High school diploma or equivalent required.
• 2+ years of administrative, receptionist or customer service experience in a busy office.
• Proficient with Microsoft 365: Outlook, Word, Excel and Teams.
• Clear, courteous phone manner and professional written communication.
• Strong organization and ability to juggle calls, walk-ins and deadlines.
• Patience and tact with upset customers; good judgment on when to elevate.
• Discretion with confidential information.
• Must be able to work full-time on site.

Responsibilities

• Answer and route incoming calls for the condo management team and maintenance scheduler as needed.
• Greet walk-in owners, residents, board members, vendors and visitors professionally.
• Respond to routine questions about association rules, dues payments, and amenity reservations.
• Monitor shared team inboxes; respond, forward or elevate messages promptly.
• Distribute owner notices, letters, newsletters and violation or reminder letters.
• Prepare mailings and email blasts for association communities.
• Prepare board meeting packets, agendas and sign-in sheets; take or transcribe meeting minutes as needed.
• Request and track vendor certificates of insurance, proposals and work orders.
• Process architectural change applications.
• Maintain accurate owner, resident and vendor records in management software such as AppFolio.
• Order office supplies and keep the front office tidy and welcoming.
• Handle special projects and other duties as assigned.

Skills

Microsoft 365

Outlook

Word

Excel

Teams

Phone etiquette

Organization

Discretion

Communication

Education

High school diploma or equivalent

Associate's degree

Tools

AppFolio

Yardi

Job description

Salary Range: $50,000.00 To $55,000.00 Annually

Administrative Assistant – Property Management

About the Role

Gardner Management Company in Kalamazoo, Michigan, is hiring a full-time, in-office Administrative Assistant to support our Condominium Property Management team. You will be the first point of contact for unit owners, residents, board members and vendors, by phone, email and in person.

This role keeps our condo managers organized and our associations well served. It suits someone who is calm under pressure, enjoys helping people, and takes pride in accurate, timely follow-through.

What You'll Do

Front office and customer contact

• Answer and route incoming calls for the condo management team and maintenance scheduler as needed.
• Greet walk-in owners, residents, board members, vendors and visitors professionally.
• Respond to routine questions about association rules, dues payments, and amenity reservations.

Administrative support for property managers

• Monitor shared team inboxes; respond, forward or elevate messages promptly.
• Assist with distributing owner notices, letters, newsletters and violation or reminder letters.
• Assist with preparing mailings and email blasts for association communities.
• Prepare board meeting packets, agendas and sign-in sheets; take or transcribe meeting minutes as needed.
• Request and track vendor certificates of insurance, proposals and work orders.
• Process architectural change applications.
• Maintain accurate owner, resident and vendor records in [management software, e.g., AppFolio
• Order office supplies and keep the front office tidy and welcoming.
• Handle special projects and other duties as assigned.

Qualifications

Required

• High school diploma or equivalent.
• 2+ years of administrative, receptionist or customer service experience in a busy office.
• Comfort with Microsoft 365: Outlook (email and calendars), Word, Excel and Teams.
• Clear, courteous phone manner and professional written communication.
• Strong organization and the ability to juggle calls, walk-ins and deadlines without losing track of details.
• Patience and tact with upset or frustrated customers; good judgment on when to elevate.
• Discretion with confidential information.
• Ability to work full time on site.

Preferred

• Associate's degree or coursework in business or office administration.
• Experience in property management, community association (HOA/condo) management or real estate.
• Experience with property management software such as AppFolio or Yardi.