Assistant Property Manager

PEOPLE; Buellton (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

PEOPLE is seeking an on-site Office Administrative Assistant to support the Resident Manager and tenants. The role requires strong written and verbal communication, bilingual Spanish skills, and a proven ability to manage multiple priorities in a fast-paced property office environment.

Responsibilities include answering phones, handling maintenance requests, coordinating inspections, and assisting with move-ins and monthly rent processes.

Qualifications

• High school diploma or GED is required.
• Experience in office administration is preferred.
• Property management experience is a plus.
• Spanish language proficiency is required.
• Ability to manage multiple priorities and meet deadlines.
• Ability to create and develop event/materials (brochures, flyers, etc.)

Responsibilities

• Be on-site presence when the Resident Manager is away.
• Answer phones and record messages; respond to requests for materials.
• Handle on-site emergencies by contacting vendors or law enforcement as needed.
• Submit non-emergency maintenance requests to Resident Managers.
• Assist tenants with office-related issues.
• Report incidents and maintenance needs to Resident Managers.
• Maintain records, files and a tidy office.
• Assist with notices and inspections, and participate in inspections.
• Support move-ins and annual/interim recertifications.
• Keep waiting list updated in Yardi.
• Support monthly resident events and rent processes.
• Build positive relationships with residents and staff.

Skills

Strong communication

Spanish language

Listening/interpersonal skills

Confidential information handling

MS Office proficiency

Event/materials planning

Time management

Independent work

Education

High school diploma or GED

Tools

MS Office

Job description

Description

Essential Functions

• Be an on-site presence while the Resident Manager is away from the office.
• Answer the telephone and record accurate phone messages. Respond to incoming requests for materials (applications, maintenance request, etc.)
• Handle on-site emergencies appropriately while on duty, by contacting vendors for emergency maintenance issues, and contacting appropriate law enforcement agencies for criminal activity.
• While on duty, take maintenance requests that are not of an emergency nature for submittal to Resident Manager(s).
• Assist tenants with issues brought to the office.
• Report to Resident Manager(s) on any incidents, calls, and maintenance needs which occurred while on duty.
• Other reasonably related business duties as assigned by Resident Manager(s) and/or Property Manager.
• Assist with giving notices for inspections, attend inspections, and complete work orders.
• Assist with the move-in, annual recertification, and interim recertification processes.
• Keep the waiting list updated on Yardi.
• Keep records, files, and office in order.
• Respond in a timely manner to requests for information via phone or email.
• Assist in conducting monthly resident events.
• Assist with the monthly rent process.
• Build positive relationships with residents and coworkers.

Requirements

Skill & Knowledge Requirements

• Must have strong communication skills, both verbally and in writing, Spanish language is required.
• Must have strong listening and interpersonal skills.
• Ability to manage confidential information in a sensitive manner.
• Ability to maintain cultural sensitivity when working with the public and our staff.
• Ability to type 45+ words per minute.
• Ability to work independently, with minimum supervision.
• Proven record of meeting deadlines and manages multiple priorities.
• Strong understanding of the Microsoft Office Suite, program planning and creation of event and program materials (brochures, flyers, etc.)

Experience Requirements

• Previous experience in an office administration position and office setting
• Property management experience is a plus

Education Requirements

• High school graduate or G.E.D.

Physical Requirements

May have to sit, stand, and/or walk for long period of time.

May have to reach, squat, bend, and/or lift office-related objects.