Property Management Administrative Assistant

Summary: Supports the daily operations of co-op community consisting of 440 units, acting as a liaison between tenants, vendors, and property manager and ensuring operational efficiency. Responsibilities: Tenant Customer Relations • Serve as the first point of contact for resident inquiries via phone, email, and in-person, handling incoming and outgoing communications. • In conjunction with the property manager, assist in resolutions of tenant complaints and issues, coordinate maintenance requests, and track service follow-ups. • Prepare and send necessary correspondence, including notices, tenant violations and rule infractions, tenant/shareholder correspondence and mailings. • Assist in managing package hub and access codes. Record Administration • Maintain accurate property records, including tenant information, parking and storage assignments, and compliance documentation. • Prepare, process, and track lease agreements, renewals, screenings, and move-in/move-out documentation. • Track tenant deliveries and certificates of insurance. Communicate daily delivery schedule to staff. • Filing to include building, vendor, owner/shareholder, and network files. • Maintain service agreements. Office Operations Financial Support • Manage general administrative tasks, including organizing office, mail, maintaining calendars, and drafting correspondence. • Collect, record, and track monthly rent payments received, late fees, and security deposits. • Assist with expense tracking and reporting. • Communicate additional charges to be added to monthly maintenance. • Assist property manager with accounts payable/receivable, purchase orders, and expense tracking. • Assist in Annual Meeting preparations, including meeting documentation mailing, meeting coordination, collection of proxies, oversee attendee sign-in. • As needed, assist in taking minutes and calculating elections. • Prepare monthly Board agendas and Board reports for Property Manager. Other Duties as assigned Qualifications: Essential Qualifications • Experience: Minimum 1-2 years of administrative support, customer service, or property management experience. • Communication Skills: Exceptional written and verbal communication, plus the ability to de-escalate stressful tenant situations. • Relationship Building: Cultivate positive relationships with neighbors, fostering trust and community. • Organization: Strong time-management abilities with meticulous attention to detail. • Technology: Proficiency with Microsoft Office Suite (Word, Excel, Outlook)

• Tenant Customer Relations • Serve as the first point of contact for resident inquiries via phone, email, and in-person, handling incoming and outgoing communications. • In conjunction with the property manager, assist in resolutions of tenant complaints and issues, coordinate maintenance requests, and track service follow-ups. • Prepare and send necessary correspondence, including notices, tenant violations and rule infractions, tenant/shareholder correspondence and mailings. • Assist in managing package hub and access codes.Record Administration • Maintain accurate property records, including tenant information, parking and storage assignments, and compliance documentation. • Prepare, process, and track lease agreements, renewals, screenings, and move-in/move-out documentation. • Track tenant deliveries and certificates of insurance. Communicate daily delivery schedule to staff. • Filing to include building, vendor, owner/shareholder, and network files. • Maintain service agreements.Office Operations Financial Support • Manage general administrative tasks, including organizing office, mail, maintaining calendars, and drafting correspondence. • Collect, record, and track monthly rent payments received, late fees, and security deposits. • Assist with expense tracking and reporting. • Communicate additional charges to be added to monthly maintenance. • Assist property manager with accounts payable/receivable, purchase orders, and expense tracking. • Assist in Annual Meeting preparations, including meeting documentation mailing, meeting coordination, collection of proxies, oversee attendee sign-in. • As needed, assist in taking minutes and calculating elections. • Prepare monthly Board agendas and Board reports for Property Manager.Other Duties as assigned