Administrative Assistant

Job Description

Job Description

Description:

The Administrative Assistant is responsible for providing day-to-day support to management teams while ensuring efficient handling of administrative tasks, client communication, and work order coordination. This role plays a key part in maintaining organized operations, delivering excellent customer service, and supporting the overall success of the portfolio.

The Administrative Assistant works closely with managers, clients, and homeowners to respond to inquiries, process requests, and ensure timely and accurate communication.

MANAGEMENT SUPPORT

· Provides administrative support to portfolio managers and team members.

· Assists with preparing correspondence, reports, and documentation as needed.

· Maintains organized records and files for communities and internal use.

· Supports scheduling, meeting coordination, and general office tasks.

WORK ORDER MANAGEMENT

· Processes and tracks work orders to ensure timely completion.

· Coordinates with vendors and contractors regarding service requests.

· Follows up on open work orders and provides status updates as needed.

· Ensures all work order documentation is accurate and properly recorded.

CUSTOMER SERVICE & CLIENT SUPPORT

· Provides timely and professional customer service to homeowners, board members, and clients.

· Responds to client and homeowner inquiries via phone, email, and system platforms.

· Researches and resolves questions or concerns in a thorough and efficient manner.

· Maintains clear and consistent communication with clients regarding requests and updates.

· Ensures all responses are handled within established service timelines.

TEAM SUPPORT

· Collaborates with management and internal teams to support daily operations.

· Maintains accurate and organized records for tracking and reporting purposes.

· Assists with additional administrative and operational tasks as needed.

CORPORATE SUPPORT

· Follows appropriate policies and procedures for all community management-related operational areas.

· Supports company initiatives and contributes to a positive team environment.

· Represents the company in a professional manner at all times.

· Adheres to all company policies and procedures.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of the job.

· While performing the duties of this job the employee is required to stand, sit, crouch and bend.

· Use hands to handle and feel objects or equipment

· Reach with hands and arms.

· May be required to lift up to 25 pounds.

· May be exposed to extreme temperatures.

· Must be able to drive a vehicle to transport to and from work locations and maintain a valid driver’s license.