Office Administrator

About Innovative Property Solutions (IPS)Innovative Property Solutions exists to provide unparalleled property management and association management services throughout Eastern North Carolina. Our mission is grounded in the golden rule. We treat our owners, residents, vendors, and each other the way we would expect to be treated ourselves.We believe long-term growth and stability come from creating positive experiences. That belief guides everything we do, from how we communicate to how we support our team. We use a thoughtful blend of technology, ongoing professional development, and a passion for excellence to deliver consistent, high-quality service.Our team is the foundation of our success. We foster a supportive, respectful, and collaborative work environment where professionalism and people can thrive together. We value integrity, clear communication, accountability, and a solution-focused mindset. We are intentional about creating a workplace where individuals feel valued, trusted, and empowered.If you are looking for a company that prioritizes culture just as much as performance, IPS offers an environment where your work matters and your growth is encouraged.Position DetailsFull-time, 40 hours per weekMonday through Friday8:30 AM to 5:00 PM Key ResponsibilitiesPhone Inquiries & CommunicationAnswer incoming calls professionally, provide accurate information, and route messages appropriatelyDocument all interactions in AppFolio while maintaining Fair Housing complianceRent Collection & Account SupportCollect, receipt, and accurately enter resident paymentsAssist residents and owners with ledger questions and coordinate with the team to resolve discrepanciesDelinquency CoordinationPull delinquency reports and initiate processes on the 2nd of each monthSend payment reminders and apply late fees as requiredCoordinate owner communication and provide ongoing updatesAssist in escalation to eviction proceedings when necessary, with proper authorizationLead ManagementMonitor incoming leads across shared inboxes, AppFolio, and LeadSimpleEnsure timely follow-up via phone, email, and textCoordinate showing requests with leasing agentsInventory ManagementMaintain key tracking within AppFolio, including issuance and returnsManage sign and lockbox inventory, including weekly audits and reportingOffice OperationsComplete daily office tasks such as mail, dropbox, and opening/closing proceduresMaintain organization, cleanliness, and supply inventoryExecute weekly checklists, including signage and lockbox trackingTeam CollaborationWork closely with the Property Management Team to support daily operationsMaintain clear, consistent communication to support a strong team environmentDocumentation & ComplianceMaintain accurate records for residents and owners in AppFolio and OneDriveEnsure documentation is complete, organized, and up to dateReporting & Administrative TasksSubmit monthly Tenant Liability reportsProcess owner insurance documentation and track expiration datesCoordinate pest control notices and resident communicationManage vendor coordination for property photos and notify leasing when readyQualificationsExperience in property management, administrative support, or a related field preferredStrong organizational skills with attention to detailExcellent communication and interpersonal skillsAbility to prioritize tasks and manage time effectivelyComfortable learning new systems and processesWhat Makes You a Great FitProfessional, friendly, and customer-service focusedHighly organized and detail-orientedAble to multitask in a fast-paced environmentProactive and solution-orientedTeam-focused with a collaborative mindsetReliable with a strong sense of accountabilityValid drivers license and reliable transportationWhy Youll Love Working HereHealth insurance20 days of paid time offPaid holidays when the office is closedA supportive, team-centered cultureOpportunities for growth within a growing companyMeaningful work that supports real communitiesA role that stays engaging and never feels repetitiveHow to ApplyPlease submit your resume and a cover letter detailing your experience and what excites you about this opportunity at Innovative Property Solutions to View email address on click.appcast.io or apply here.
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