Administrative Assistant in Portland, Maine at Dirigo Community Management LLC

Job Title: Administrative Assistant
Company: DIRIGO Community Management
Location: Portland, ME 04101

Job Description

DIRIGO Community Management is seeking a detail-oriented and organized Administrative Assistant to support daily office operations and assist property management staff. This is a full-time, on-site position working Monday through Friday, 8:00 AM – 5:00 PM. The Administrative Assistant will provide administrative support to company leadership, property managers, and condominium association boards while helping ensure efficient office operations and professional communication. This role will report directly to Bob Keegan, President/CEO of Dirigo Management Company.

Job Requirements

• Organize and coordinate meetings, appointments, conference calls, and calendars.
• Maintain company contact lists, records, and both electronic and physical filing systems.
• Prepare and distribute correspondence, reports, memos, letters, and other administrative documents.
• Assist with the preparation of regularly scheduled reports and presentations.
• Research information and develop presentations in collaboration with property management staff.
• Prepare and invoice resale certificates and mortgage questionnaires.
• Draft professional letters and emails on behalf of property managers and condominium association boards.
• Respond to incoming emails, telephone calls, and general inquiries in a timely and professional manner.
• Provide reception desk coverage as needed.
• Perform general administrative duties, including filing, typing, photocopying, scanning, printing, and document preparation.
• Coordinate meeting rooms, virtual meetings, and other scheduling requirements.
• Manage multiple projects and administrative priorities while maintaining accuracy and organization.
• Handle confidential and sensitive company, employee, and association information appropriately.
• Identify opportunities to improve administrative processes and office efficiency.
• Visit managed or prospective properties as assigned.
• Provide general administrative support to leadership and property management teams as needed.

Qualifications

• Previous administrative assistant, office coordinator, or related office experience preferred.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and general office technology.
• Ability to manage multiple responsibilities and meet deadlines.
• Professional demeanor with strong customer service and interpersonal skills.
• Ability to work independently while supporting a collaborative team environment.
• Demonstrated ability to handle confidential information with discretion.

Position Details

• Schedule: Monday – Friday, 8:00 AM – 5:00 PM
• Employment Type: Full-Time, On-Site
• Location: Portland, ME 04101
• Compensation: $24.00 per hour