Job Title: Property Management Secretary
Location: Remote work
Job Description: We are seeking a highly organized and detail-oriented Property Management Secretary to join our team. The ideal candidate will be responsible for providing administrative support to the property management team, coordinating tenant communications, managing property records, and ensuring smooth day-to-day operations. This role requires excellent communication skills, strong multitasking abilities, and a proactive attitude.
Key Responsibilities:
- Administrative Support: Provide comprehensive administrative support to the property management team, including scheduling appointments, managing correspondence, and handling phone calls.
- Tenant Communications: Serve as the primary point of contact for tenants, addressing inquiries, and resolving issues promptly and professionally.
- Property Records Management: Maintain and update property records, including leases, tenant files, and maintenance records.
- Inspection Coordination: Schedule and coordinate property inspections, ensuring timely completion and accurate documentation.
- Maintenance Requests: Receive and process maintenance requests from tenants, coordinating with maintenance staff and contractors to ensure timely resolution.
- Rent Collection: Assist with rent collection and processing, including generating invoices, tracking payments, and following up on overdue accounts.
- Reporting: Prepare and distribute reports on property management activities, tenant communications, and maintenance requests.
- Compliance: Ensure compliance with property management regulations and company policies, maintaining accurate records and documentation.
- Vendor Management: Coordinate with vendors and contractors for property maintenance and repairs, obtaining quotes and scheduling services as needed.
- Office Organization: Maintain an organized and efficient office environment, managing supplies, and equipment.
Qualifications:
- Proven experience in an administrative or secretarial role, preferably in property management or real estate.
- Strong organizational and time management skills, with the ability to handle multiple tasks simultaneously.
- Excellent verbal and written communication skills.
- Proficiency in using office software, including Microsoft Office Suite (Word, Excel, Outlook).
- Attention to detail and accuracy in record-keeping and documentation.
- Ability to work independently and proactively manage tasks.
- High school diploma or equivalent; a degree in Business Administration or a related field is a plus.
Preferred Skills:
- Experience with property management software and tools.
- Knowledge of property management regulations and best practices.
- Familiarity with billing and invoicing procedures.
- Strong problem-solving skills and ability to handle inquiries and issues effectively.
- Professional and courteous attitude towards tenants and team members.
