Admin Assistant

Employment Type: Full-Time
Working Hours: EST Time Zone

About Pavago
Pavago is seeking a highly organized and proactive Admin Assistant to join our client’s team. This role is critical in managing daily operations, maintaining property management systems, and providing exceptional customer service. The ideal candidate must have outstanding English communication skills, experience with property management tools (such as AppFolio or Property Meld), and the ability to work in a fast-paced, high-pressure environment.

Responsibilities:

• Emergency Management: Log in daily to check for any emergency maintenance requests, such as water leaks or other urgent issues, and take immediate action.
• Ticket Management: Use Property Meld to manage and update maintenance tickets throughout the day. Ensure all tickets are updated with detailed notes and resolved promptly to meet daily targets.
• Communication: Serve as the main point of contact for tenants, owners, and vendors. Provide updates, address concerns, and ensure clear, professional communication at all times.
• Vendor Coordination: Source and onboard new vendors when needed and maintain strong relationships with existing ones.
• Customer Service: Handle all inbound calls from tenants and owners, ensuring top-notch service. Emergency calls outside regular hours (5 PM to 8 AM) will be minimal but must be managed professionally.
• Documentation: Maintain and organize property management records in the system, ensuring accuracy and compliance with company standards.
• Process Improvement: Work efficiently to close out maintenance tickets daily, preventing backlogs and ensuring smooth operations.

What Makes You a Perfect Fit:

• Exceptional English Skills: Fluency in English with excellent verbal and written communication, as you’ll be the first point of contact for customers.
• Property Management Experience: Hands-on experience with property management systems like AppFolio or Property Meld is highly preferred.
• Customer Service Expertise: Strong background in providing exceptional customer service in a fast-paced environment.
• Sense of Urgency: Ability to act quickly and think critically during emergency situations.
• Organizational Skills: Strong attention to detail and the ability to manage multiple tasks efficiently.
• Tech-Savvy: Familiarity with tools like Gmail, Google Drive, WhatsApp, and property management software.

Required Experience & Skills:

• Real Estate or Property Management Background: Previous experience in property management or real estate operations is a must.
• Customer Service Experience: Proven ability to handle customer interactions professionally and empathetically.
• Technology Proficiency: Experience with property management systems (e.g., AppFolio, Property Meld) and tools like Google Drive and WhatsApp.
• High-Stress Management: Ability to remain calm and efficient in high-pressure situations.

What Does a Typical Day Look Like?
Your day will start by logging into Property Meld to check for emergency maintenance requests or unresolved tickets. You’ll prioritize tickets, update notes, and work to close them out by the end of the day to avoid backlogs. Throughout the day, you’ll handle communication with tenants, owners, and vendors, ensuring clear updates and professional service. Additionally, you’ll coordinate with vendors for repairs, onboard new vendors as needed, and maintain accurate records in the property management system. While most calls will occur during regular hours, you’ll occasionally handle emergency calls after hours, ensuring any critical issues are addressed promptly.

Interview Process:

1. Initial Phone Call: A brief conversation to assess your experience and fit for the role.
2. Video Interview: A more in-depth discussion to explore your skills, property management experience, and customer service approach.
3. Final Interview: A comprehensive interview with the client to ensure alignment with the role’s objectives.
4. Background Check: Verification of references and professional experience.

Ready to Apply?
If you’re a customer-focused professional with exceptional English skills and experience in property management, we’d love to hear from you! Apply now to join our client’s team and take the next step in your career as an Admin Assistant.