Admin Assistant ( Property Management )

This is a remote position.

Key Responsibilities

1. Communications
   

   • Inbound Communications (Email, Call, Text)
     • Manage four main types of inquiries: tenants, vendors, general inquiries, and other.
       
     • Use tailored scripts for different callers/scenarios.
       
     • Document each communication accurately, including summaries via email, notes, or guest cards.
       
     • Identify and track action items, creating reminders, tasks, or calendar invites as needed.
       
     • Regularly update the manager throughout the day, with a focus on urgent calls (using both intuition and an established schedule).
       
   • Outbound Communications (Email, Call, Text)
     • Conduct outgoing communications to tenants and vendors, including updates, reminders, follow-ups, and scheduling.
       
     • Relay responses to incoming inquiries.
       
     • Set appointments, contact customer service, and handle related tasks.
       
     • Document all communication, track action items, and keep the manager updated.
       

2. Data Entry
   

   • Document all communications, set reminders, and create calendar invites.
     
   • Basic Bookkeeping Tasks
     • Populate fields (date, price, vendor, etc.) in spreadsheets or databases based on receipts or invoices.
       
     • Convert emails or images to PDFs, edit, and label them with payment details.
       
   • Populate fields in templates to assist in creating letters, documents, invoices, and receipts.
     

3. Other Administrative Tasks
   

   • Create and edit Word Documents, Excel Spreadsheets, PowerPoint Presentations, and PDFs.
     
   • Maintain digital organization by converting documents to PDFs, renaming files/folders, and managing scanned documents/faxes.
     
   • Review camera footage based on alerts or requests.
     
   • Conduct research tasks using web resources such as Google and Google Maps.
     

4. Web-Based Platforms
   

   • Tools Provided for Access:
     • Nextiva VOIP: For managing voice calls.
       
     • Appfolio Property Management Software: For tenant and vendor notes, guest cards, activities, reminders, and data entry.
       
     • Microsoft Outlook: For email management and scheduling.
       
     • Microsoft OneDrive: For managing shared folders and documents.
       
     • Microsoft Office Suite: Word, Excel, PowerPoint, etc.
       
     • DW Spectrum: For camera system management.
       
     • PDF Escape: For PDF editing.
       
     • WhatsApp Business (Web-Based): For communication.
       
     • Microsoft Team
       

Requirements

• Communication Skills: Exceptional English skills (written, spoken, and comprehension). Ability to communicate with callers, including those with heavy accents. (Spanish or Mandarin proficiency is a plus).
  
• Technical Skills: Familiarity with Microsoft software (Office Suite, OneDrive, Outlook), digital/web-based environments, and tools listed above.
  
• Work Environment: Quiet workspace with minimal background noise, reliable high-speed internet, and an up-to-date computer.
  
• Availability: Ability to work Monday–Friday, 9am–6pm with 1 hour unpaid lunch break