Administrative Assistant

Job Description

Job Description

Position Summary:

We are seeking a detail-oriented and proactive Administrative Assistant to support day-to-day operations within our property management team. This role is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and takes pride in keeping things organized and running smoothly.

We are a collaborative team that values communication, reliability, and a positive attitude. This role offers the opportunity to grow within the property management field and gain hands-on experience across multiple areas of operations.

Key Responsibilities:

• Answer phones, greet and direct tenants, customers, and vendors in a professional manner

• Manage Accounts Payable (AP): match and track invoices, code bills, and update spreadsheets upon payment

• Assist with Accounts Receivable (AR), including tenant collections as needed

• Pull reports and analyze data to identify trends and discrepancies

• Maintain and monitor spreadsheets for accuracy and updates

• Keep office and administrative systems organized and efficient

• Verify vendor insurance coverage prior to onsite work and track Certificates of Insurance (COIs)

• Maintain and update property contact information

• Track and organize employee travel expense reports

• Manage calendars, schedule meetings, and coordinate internal and external appointments

• Coordinate maintenance requests between tenants and vendors. Track status of open work orders and follow up to ensure completion.

• Prepare and send tenant communications (notices, updates, reminders)

Qualifications & Skills:

• 1–3 years of administrative experience, preferably in a small office environment

• Intermediate proficiency in Microsoft Excel (comfortable working with formulas, tracking data, and generating reports)

• Experience working with tenants, customers, and vendors

• Familiarity with Yardi or other property management software preferred

• Strong organizational and multitasking abilities

• Ability to analyze data and identify trends

Key Traits for Success:

• Flexible: Able to pivot between tasks and priorities throughout the day

• Self-Starter: Works well independently with minimal supervision

• Strong Communicator: Clear and professional written and verbal communication skills

• Growth-Oriented: Eager to learn and take on new responsibilities

We are an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law. Additionally, Fidelis participates in the E‑Verify program to verify the employment eligibility of all newly hired employees, as required by law.