Administrative Assistant - Property Management

Confidential; Fairfield Township (NJ); On-site; USD 45,000 - 55,000; Full time

Job summary

Confidential real estate investment firm in New Jersey is seeking an Administrative Assistant to support data entry, recordkeeping and vendor invoicing for a portfolio of 15+ commercial properties. Reports to the Commercial Property Manager.

Responsibilities include processing invoices, maintenance requests, data entry in RealPage or Yardi, reconciling bills, maintaining records, generating property reports, clerical duties, and client/vendor communications.

Qualifications

• Minimum of 3 years of administrative experience (property management is a plus).
• Must possess ability to multi-task and manage time efficiently, excellent communication and organizational skills.
• Must be proficient with Outlook, Word and Excel.
• Proficiency with property management software (RealPage or Yardi) is a plus.

Responsibilities

• Code and process invoices billed by vendors and contractors.
• Process maintenance service requests from commercial tenants.
• Data entry in RealPage regarding customers, vendors and maintenance service requests.
• Reconciles billing with vendors.
• File and maintain property management records including bids, contracts, certificates of insurance, project summaries, invoices, correspondence, permits, violations, building plans and operating budgets.
• Create and maintain daily, weekly, and monthly property reports such as leasing activity, stacking plans, etc.
• Perform clerical duties including copying, scanning, retrieving mail, drafting correspondences, arranging meetings, general office duties, etc.
• Courteously answer phone inquiries from clients or vendors and be responsible for messages getting to the appropriate person.
• Perform other duties as necessary to support the office and the commercial property management department.
• Be willing to accept challenges that surface with fast growing company.

Skills

Administrative experience

Multi-tasking

Communication

Organization

Tools

Outlook

Word

Excel

RealPage

Yardi

Job description

Job Description

Job Description

Administrative Assistant - Property Management

Established and growing real estate investment firm seeks an individual to join our firm as an Administrative Assistant. In this position, this person will be expected to help primarily with data entry and recordkeeping as it relates to a portfolio of 15+ commercial properties. This person reports to the Commercial Property Manager.

Primary Responsibilities:

• Code and process invoices billed by vendors and contractors.
• Process maintenance service requests from commercial tenants.
• Data entry in RealPage regarding customers, vendors and maintenance service requests.
• Reconciles billing with vendors.
• File and maintain property management records including, but not limited to, bids, contracts, certificates of insurance, project summaries, invoices, correspondence, permits, violations, building plans and operating budgets.
• Create and maintain daily, weekly, and monthly property reports such as leasing activity, stacking plans, etc.
• Perform clerical duties including copying, scanning, retrieving mail, drafting correspondences, arranging meetings, general office duties, etc.
• Courteously answer phone inquiries from clients or vendors and be responsible for messages getting to the appropriate person.
• Perform other duties as necessary to support the office and the commercial property management department.
• Be willing to accept challenges that surface with fast growing company.

Qualifications:

• Minimum of 3 years of administrative experience (property management is a plus).
• Must possess ability to multi-task and manage time efficiently, excellent communication and organizational skills.
• Must be proficient with Outlook, Word and Excel.
• Proficiency with property management software (RealPage or Yardi) is a plus.

Compensation:

Generous salary and benefits package for the right candidate. $50,000/Year