Administrative Assistant

Job Description

Job Description

Salary:

Administrative Assistant

Location: Forest Lake, MN
Employment Type: Full-Time
Schedule: Monday Friday, 8:00 AM 4:30 PM

About Gaughan Companies

Gaughan Companies is a full-service property management and real estate organization committed to delivering exceptional service to our tenants, clients, and partners. We are seeking a highly organized, customer-focused Administrative Assistant to support our Residential and Commercial Property Management teams.

Position Summary

The Administrative Assistant serves as the first point of contact for tenants, vendors, brokers, and visitors while providing administrative support to property managers and the operations team. This role is ideal for a self-starter who thrives in a fast-paced environment, enjoys problem-solving, and excels at customer service and organization.

Essential Duties & Responsibilities

• Answer and direct incoming phone calls
• Greet clients, tenants, vendors, and visitors
• Sort, distribute, and scan incoming mail and invoices
• Coordinate outgoing mail, FedEx, UPS, and post office deliveries
• Assist Residential and Commercial Property Managers with daily operations
• Respond to tenant emails, phone calls, and service requests
• Coordinate move-ins, move-outs, and tenant onboarding activities
• Prepare and distribute tenant notices, welcome letters, and delinquency communications
• Assist with tenant complaints, maintenance requests, and vendor coordination
• Track lease renewals and support lease administration activities
• Prepare maintenance on-call schedules and dispatch maintenance requests
• Assist with vendor contracts, bid comparisons, and project coordination
• Create, update, and distribute brokerage marketing brochures and email campaigns
• Order office and kitchen supplies and maintain common office areas
• Support company projects and perform other administrative duties as assigned

Qualifications

Required Qualifications

• Previous administrative assistant, office coordinator, or customer service experience
• Proficiency with Microsoft Word and Excel
• Strong written and verbal communication skills
• Excellent organizational and time-management abilities
• Ability to multitask and prioritize competing responsibilities
• Professional and customer-focused demeanor

Preferred Qualifications

• Experience working in property management, real estate, or commercial/residential leasing
• Working knowledge of Yardi property management software
• Experience using Microsoft Teams
• Experience coordinating vendors, maintenance requests, or tenant communications

Key Traits

• Self-starter with strong initiative
• Effective communicator, both written and verbal
• Detail-oriented and highly organized
• Team-oriented with a positive attitude
• Ability to maintain confidentiality and professionalism

Benefits

Gaughan Companies offers a competitive compensation package and comprehensive benefits program, including paid time off, health benefits, retirement plans, and professional development opportunities.

Gaughan Companies is an Equal Opportunity Employer.