Management Assistant

First Realty Management

Boston (MA)

On-site

USD 38,000 - 52,000

Full time

14 days+

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Benefits offered by this job

Sign-on bonus

Paid vacation

Holidays

PTO/Personal leave

401(k) plan

Health, Vision, and Dental Insurance

Life Insurance

Short & Long Term Disability

Flex spending accounts

Transportation expense accounts

Job summary

First Realty Management is seeking a Management Assistant in Roslindale. You will be the first contact for site staff and residents, handling calls, coordinating services, and supporting the Property Manager. The ideal candidate has strong customer service, communication, and organizational abilities.

Responsibilities include filing, rent processing, move-ins, and coordinating with maintenance. This full-time role runs Monday–Friday, 9 a.m.–5 p.m., with opportunities for growth within a

Qualifications

Excellent resident relations, customer service, and telephone skills.
General Office Skills and strong written/verbal communication.
Good organizational skills with attention to detail.
Ability to multi-task and handle simultaneous tasks calmly.

Responsibilities

Provides superior customer service to residents by assisting with site services and inquiries.
Answering telephones, greeting visitors, taking messages, and directing calls.
Collecting and processing rent checks; preparing receivables reports.
Maintaining resident files and coordinating maintenance requests.
Assisting with move-ins, keys, and preparing materials as needed.

Skills

Customer service

Telephone skills

Communication

Organizational skills

MS Office

Excel

Entrata

Office administration

Tools

Entrata

MS Office

Job description

Description A family-owned and privately held property management company, First Realty Management has more than 70 years of experience with the industry knowledge to match. We combine the resources of a large company with the personal touch and attention to detail of a small, local firm. At the core of it all, our talented employees are what make us stand out above the rest. While we perform as a top-tier property management company, we strongly emphasize our close-knit, family-owned foundation. Professional growth is encouraged through a commitment to educational advancement and opportunities to learn from industry thought leaders. We create a sought-after community atmosphere by recognizing and celebrating those who go above and beyond. And above all else – we always put our team members first. Full-time position available, for a Management Assistant reporting to the Property Manager in Roslindale. This individual will be the first point of contact for all site management staff and residents. The ideal candidate will have excellent customer service, communication, and marketing skills.

Provides superior customer service to residents by assisting them with site services such as but not limited to:

Parking assignments and parking issues.
Assisting with move-ins, getting keys, and prepping other materials needed.
Responsibilities include telephone reception, initiating work orders, filing, correspondence, etc.
They will also assist in the coordination of rental activities and address residents' general concerns.

Provides Superior Customer Service By

Answering telephones, directing incoming calls appropriately, taking messages, and assisting callers whenever possible.
Greeting and assisting all visitors to the management office.
Taking maintenance service requests and following up with maintenance staff to ensure completion when necessary.
Taking resident complaints and handling matters according to guidelines established by a property manager.

Supports the site management office in an administrative capacity by :

Maintaining resident files, lists, and other resident-related data.
Collecting and processing rent checks and preparing rent receivables reports.
Preparing memos, letters, reports, and other documents.
Completing guest cards.
Scheduling various services and inspections relating to building and apartments; Coordinating and communicating with residents when applicable.
Utilizing systems such as MS Office applications, Entrata.

Ensures The Efficient Operation Of The Management Office By

Ordering office supplies, maintaining postage machines, and arranging office equipment repairs.
Working with other staff members to ensure the management office maintains a professional appearance and environment.
Assuming additional responsibilities and assisting co-workers when necessary.

Other Job Functions

Assists with the processing of rental applications.
Helps facilitate resident activities and parties.
Other duties as assigned.

Requirements

Excellent resident relations, customer service, and telephone skills.
General Office Skills.
Good communication skills, both verbal and written.
Strong organizational skills and attention to detail.

Abilities

Ability to work on simultaneous tasks calmly and effectively.
Interest and ability to interact with other people effectively.
Interest and ability to learn.

Knowledge Of

Microsoft Word and Excel required; Experience with Entrata preferred.
Business English and letter format.

Experience

Prior work experience in an office environment.
Will be required to cover the Management Office in the Property Manager’s absence.
This position requires strong resident relations, along with the ability to work effectively with a wide variety of individuals.
Strong knowledge of computer applications such as Word, Excel, etc. is essential.
Must be able to organize priorities effectively and have excellent attention to detail.
The ability to multi-task is essential.
The schedule is Monday - Friday, 9 a.m. - 5 p.m.

Benefits