Administrative Assistant Reception

Administrative Assistant / Reception

Job Description

The Administrative Assistant / Reception role provides front-line customer service and comprehensive administrative support for a residential property management operation. This position ensures that resident inquiries, service requests, and administrative tasks are handled efficiently, accurately, and in accordance with legal and company standards. You will work in a fast-paced environment, interact with residents, prospects, owners, and vendors, and help maintain organized records and smooth office operations.

Responsibilities

• Provide professional and courteous customer service to all residents, prospects, owners, and vendors.

• Answer incoming phone calls promptly, direct calls to the appropriate team members, and ensure effective follow-through.

• Respond to and resolve email messages within 48 hours, maintaining a high level of responsiveness and professionalism.

• Conduct daily follow-ups on recent service requests and completed work orders to confirm completion, service quality, and resident satisfaction.

• Schedule in-person appointments when necessary to address resident needs or administrative matters.

• Address resident concerns and complaints in compliance with applicable landlord-tenant regulations and company procedures.

• Review resident accounting issues and coordinate with the accounting team to ensure timely and accurate resolution.

• Communicate regularly with the maintenance department to ensure resident needs are addressed, following up via phone, text, and email regarding prior messages.

• Maintain accurate documentation of calls and messages in Rent Manager software and other systems as required.

• Record and track communications with residents, prospects, owners, and vendors to ensure thorough documentation.

• Maintain up-to-date knowledge of company policies, operational procedures, and property management standards.

• Provide daily call and message summary reports to management to support effective decision-making and workload management.

• Attend regular progress meetings to improve communication, streamline processes, and manage workload efficiently.

• Prepare, post, and notify residents of required notices, including non-payment notices, leasing violations, unit inspections, pest control notifications, maintenance or utility issues, and other property-related communications.

• Act as a move-in concierge for new residents, assisting with and completing all move-in requirements.

• Manage parking assignments and leasing, ensuring accurate records and clear communication with residents.

• Serve as backup for office management and leasing calls as needed to support continuous office operations.

• Maintain current and accurate resident files, both physical and electronic, in accordance with company standards.

• Audit and manage parking lots, permits, parking issues, and parking addendums to ensure compliance and organization.

• Provide office support during turnover periods, including assisting with tasks at other locations as needed.

• Assist with filing and electronic file organization to keep records accessible and well-structured.

• Support a variety of administrative tasks, including data entry, preparing resident packets and promotional materials, managing calendars for leadership, typing correspondence, and recording meeting minutes.

• Travel to other locations for training, meetings, or operational support when required.

• Perform other related duties as assigned to support property management operations and resident services.

Essential Skills

• 2-3 years of administrative, customer service, or client relations experience preferred.

• Strong customer service skills with the ability to communicate clearly and professionally in person, by phone, and via email.

• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.

• Accurate data entry skills and attention to detail in documentation and record-keeping.

• Ability to manage front desk responsibilities, including answering phones and directing calls.

• Organizational skills to maintain resident files and manage multiple tasks in a fast-paced environment.

• Ability to learn and use property management software such as Rent Manager for documentation and tracking.

• Strong time management skills, including the ability to respond to emails and follow up on service requests within established timeframes.

Additional Skills & Qualifications

• Experience in residential property management or a similar environment is a plus.

• Familiarity with landlord-tenant regulations and property notices is beneficial.

• Experience preparing resident packets and promotional materials.

• Ability to manage calendars for upper management and support meeting coordination.

• Skill in typing correspondence and recording meeting minutes accurately.

• Comfort with traveling to other office locations for training, meetings, or operational needs.

• Ability to serve as backup support for office management and leasing functions when required.

Work Environment

This role is based in a small office environment within a residential property management setting. You will work closely with key contacts such as the property management team, maintenance coordination staff, and accounting personnel. The position relies on office technologies including Microsoft Office and property management software like Rent Manager, as well as standard office equipment for filing and documentation. The work involves a front desk component with frequent phone, email, and in-person interactions, requiring a professional appearance and demeanor. The environment is fast-paced and collaborative, with periodic travel to other office locations for training, meetings, or operational support. Benefits include a 4% 401(k) match after six months, company-paid short-term and long-term disability coverage, a life insurance policy, and a company contribution toward health insurance premiums, supporting both financial security and overall well-being.

Job Type & Location

This is a Contract to Hire position based out of Iowa City, IA.

Pay and Benefits

The pay range for this position is $20.00 - $25.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Iowa City,IA.

Application Deadline

This position is anticipated to close on Sep 29, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.