Property Management Admin Assistant / Business Development Assistant

Job Description

Job Description

About the Position

We are a growing property management and real estate firm seeking a reliable, organized, and motivated Administrative Assistant / Business Development Assistant to support the day-to-day operations of our office.

This position is ideal for someone who is comfortable working in a busy environment, communicating with tenants, property owners, vendors, contractors, and real estate professionals, while also assisting with identifying and developing new property opportunities for the company.

The successful candidate must be organized, professional, dependable, comfortable on the telephone, and willing to make outbound calls.

Responsibilities

Property Management & Office Administration

• Answer incoming phone calls and emails
• Respond to routine tenant and property-owner inquiries
• Receive and document maintenance requests
• Coordinate maintenance appointments with tenants, vendors, and contractors
• Follow up with vendors to ensure work is completed
• Maintain tenant, owner, property, and vendor records
• Assist with leases, renewals, notices, applications, and other property documents
• Track important property and lease dates
• Assist with move-ins and move-outs
• Prepare letters, notices, forms, and correspondence
• Process and organize invoices and other property-related documentation
• Maintain electronic and physical filing systems
• Enter and update information in spreadsheets and property management software
• Schedule meetings, inspections, appointments, and property visits
• Assist with general office organization and administrative duties

New Property & Business Development

A significant part of this position will involve helping the company identify new properties and potential business opportunities.

Responsibilities include:

• Research properties and potential property owners
• Identify property owners, landlords, brokers, and other real estate contacts
• Make outbound calls to prospective property owners and real estate professionals
• Introduce the company's property management and real estate services
• Determine whether property owners may need property management services
• Identify potential properties that may be suitable for the company's investment or management portfolio
• Contact owners and brokers regarding potential properties
• Qualify potential opportunities based on company criteria
• Schedule appointments, property tours, and meetings for management
• Send follow-up emails and correspondence
• Maintain an organized prospect and contact list
• Follow up consistently with prospective owners and brokers
• Document calls, conversations, leads, and appointments
• Provide weekly updates regarding outreach activity and new opportunities

What We Are Looking For

The ideal candidate is:

• Professional and well-spoken
• Highly organized and detail-oriented
• Reliable and punctual
• Comfortable speaking on the telephone
• Comfortable making outbound calls
• Persistent with follow-up
• Able to communicate professionally with tenants, owners, vendors, and brokers
• Able to multitask and prioritize responsibilities
• Comfortable working independently
• Computer literate
• Proficient with Microsoft Word, Excel, email, and basic office software
• Willing and able to learn property management software and company procedures

Preferred Experience

Experience in any of the following is a plus:

• Property management
• Real estate
• Administrative support
• Customer service
• Leasing
• Sales or telemarketing
• Construction or maintenance coordination
• Office administration

Real estate or property management experience is preferred but not required. Training will be provided to the right candidate.

Important Requirements

This is not strictly a receptionist position .

The person hired will be expected to actively participate in the daily operations of the property management office and assist with developing new business.

The candidate must be comfortable with outbound telephone calls, prospecting, scheduling appointments, and consistent follow-up.