Administrative Assistant

Vaco Recruiter Services; Nashville (TN); On-site; USD 38,000 - 46,000; Full time

Job summary

Administrative Assistant position in a growing real estate company seeks an organized, detail-oriented professional to support daily operations for internal teams, tenants, vendors, and clients. Responsibilities include file management, correspondence, calendar coordination, invoice processing, data entry, and maintaining office supplies.

You will act as a front-line support ensuring smooth operations in a fast-paced environment.

Qualifications

• 2+ years of administrative or office support experience.
• Experience in real estate, property management, construction, or professional services environment preferred.
• Proficient with Microsoft Office Suite and data entry.

Responsibilities

• Provide administrative support to property management and operations teams.
• Answer and direct incoming phone calls and emails professionally.
• Maintain electronic and physical filing systems, ensuring documentation is accurate and organized.
• Prepare correspondence, reports, notices, and other business documents.
• Coordinate meetings, calendars, and scheduling for team members.
• Assist with invoice processing, data entry, and record maintenance.
• Support vendor and tenant communications, routing inquiries as needed.
• Track work orders, service requests, and project updates.
• Maintain office supplies and assist with general office operations.
• Scan, upload, organize, and archive important documents.
• Assist with special projects and provide general administrative support as needed.

Skills

MS Office Suite

Communication skills

Organizational skills

Multitasking

Customer service

Tools

Property management software

CRM systems

Job description

Our client, a growing company in the real estate industry, is seeking a detail-oriented and organized Administrative Assistant to support daily office operations and ensure a seamless experience for internal teams, tenants, vendors, and clients. This position is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and takes pride in providing exceptional administrative support.

Key Responsibilities

• Provide administrative support to property management and operations teams
• Answer and direct incoming phone calls and emails professionally
• Maintain electronic and physical filing systems, ensuring documentation is accurate and organized
• Prepare correspondence, reports, notices, and other business documents
• Coordinate meetings, calendars, and scheduling for team members
• Assist with invoice processing, data entry, and record maintenance
• Support vendor and tenant communications, responding to inquiries and routing requests as needed
• Track work orders, service requests, and project updates
• Maintain office supplies and assist with overall office operations
• Scan, upload, organize, and archive important documents
• Assist with special projects and provide general administrative support as needed

Qualifications

• 2+ years of administrative, office support, or customer service experience
• Experience supporting a real estate, property management, construction, or professional services environment preferred
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Excellent verbal and written communication skills
• Exceptional organizational skills and attention to detail
• Ability to prioritize multiple tasks and meet deadlines
• Professional demeanor with strong customer service skills
• Experience with property management software or CRM systems is a plus