Office Administrator

Office Administrator

A well-established, locally owned property management company in the Bagnell Dam area is hiring an Office Administrator to run the front office and support the administrative, recordkeeping, and basic accounting functions of the property and vacation rental operations.

You'll be the first point of contact for the office: answering calls, greeting visitors, and keeping day-to-day administrative and bookkeeping work moving. You'll also touch three parts of the business — general office operations, residential property administration, and vacation rental support — so no two days look exactly alike.

If you are a dependable team player, and ready to take initiative, we would love the opportunity to meet with you! This is a fantastic opportunity for someone who is committed to going above and beyond in a vibrant and growing industry.

Office & Accounting Administration

• Serve as the primary front-desk presence during business hours, receiving visitors, calls, deliveries, and other office needs.
• Receive and distribute mail, packages, and deliveries.
• Maintain inventory and order office, property, and cleaning supplies; coordinate office equipment and vendor service needs.
• Coordinate company meeting logistics, including lodging, meeting setup, food, and reservations.
• Organize and maintain electronic and hard-copy acquisition property files, including purchase agreements, warranty deeds, appraisals, and related records.
• Complete defined invoice and basic accounting entries in the accounting system.
• Enter maintenance requests into the work order system.
• Complete routine copying, scanning, filing, and document management.
• Maintain designated calendars.

Property Administration

• Prepare residential lease renewal notifications and related administration using established templates and procedures.
• Coordinate tenant notifications for scheduled inspections and vendor appointments.
• Maintain required tenant files, including leases, licenses, business permits, and related documentation.

Vacation Rental Administration

• Coordinate guest special requests with housekeeping, including early check-ins.
• Prepare and deliver guest welcome materials.
• Monitor and replenish vacation rental supplies, including toiletries and basic kitchen items.
• Provide backup to the Property Manager for guest requests through Lodgify.
• Monthly, review property information against the website and confirm accuracy.

What You Bring

Required

• Demonstrated office administration experience.
• Proficiency in Microsoft 365, including Outlook, Word, and Excel.
• Strong organizational and time-management skills with attention to detail.
• Professional written and verbal communication skills and telephone etiquette.
• Ability to prioritize tasks for an efficient workflow.
• High level of comfort with technology.
• Ability to maintain confidential information.
• Ability to manage multiple priorities in a fast-paced office environment.

Preferred

• Experience with SharePoint and QuickBooks a plus.

Compensation & Benefits

• $20–$24/hour, based on experience
• Health insurance
• Paid vacation
• Full-time, year-round employment
• Opportunities for professional development and advancement

Reports to: Controller, with additional support to the Property Manager

Additional Information on specific tasks will be shared to candidates selected for further interviews.

Why Join Us? This position offers the opportunity to expand your administrative skills while supporting critical functions across the organization. If you seek a role where your initiative and dedication are valued, apply today and become a vital part of the team.