Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support property operations for a Contract position based in Fort Collins, Colorado. This role works closely with site leadership to keep leasing, tenant communication, maintenance coordination, and financial tracking organized and on schedule. The ideal candidate brings a service-focused mindset, strong administrative follow-through, and the ability to manage multiple tasks in a fast-paced property management environment.

Responsibilities:
• Partner with the Property Manager to help oversee daily administrative and operational activities across the property.
• Respond to tenant and resident inquiries, provide timely updates, and help resolve routine service concerns with professionalism.
• Prepare and maintain leasing documentation, support move-in and move-out processes, and keep tenant records current and organized.
• Record rent receipts, review delinquency information, and assist with outreach related to outstanding balances.
• Monitor service requests from intake through completion and coordinate with maintenance staff or outside vendors to ensure follow-up.
• Schedule vendor services, track repair progress, collect required documentation, and help confirm compliance with contract terms.
• Gather and organize vendor bids, insurance records, tax forms, and service agreements for accurate file management.
• Assist with invoice entry, accounts payable support, budget tracking, and preparation of routine property reports.
• Perform property walk-throughs to identify issues related to appearance, safety, and general compliance standards.
• Update operational data in property management platforms such as Yardi, OneSite, AppFolio, or similar systems to maintain accurate records.• At least 2 years of experience in property management, leasing support, administrative coordination, or a related real estate environment.
• Hands-on familiarity with property management software such as OneSite, Yardi, AppFolio, RealPage, or comparable systems.
• Demonstrated ability to coordinate maintenance activity, manage work orders, and communicate effectively with vendors.
• Strong customer service, phone handling, and written communication skills for tenant and resident interactions.
• Proficiency with Microsoft Office applications, including Excel, Word, and Outlook.
• Comfortable handling data entry, document organization, and general front-office or receptionist-style responsibilities.
• Ability to balance competing deadlines, stay detail-oriented, and remain organized in a busy operational setting.