Office Administrative Assistant

Classification Non-Exempt Reports to Property Manager/Sr. Property Manager

Rev Date August 2025

JOB DESCRIPTION

Summary/Objective

The Office Administrative Assistant performs a variety of administrative and clerical tasks to support the smooth operation of an office. Responsibilities include answering phones, managing correspondence, maintaining files, schedule meetings, greeting visitors, tenants, vendors, etc. Assist with other duties as assigned.

General administrative Tasks

• Answering phones and directing calls: Serving as the first point of contact for incoming calls (tenants, vendors, applicants, etc.) and ensuring messages are relayed accurately.
• Managing correspondence: Handling incoming and outgoing mail, emails, and faxes. Responding to emails and inquiries regarding property listings, maintenance and leases.
• Maintaining files and records: Organizing and updating both physical and digital files, ensuring easy access to information as needed.
• Ordering and managing office supplies: Tracking inventory and ensuring office supplies are stocked.
• Scheduling meetings and appointments: Scheduling property showings, inspections, maintenance and meetings.
• Greeting visitors, tenants, vendors, customers, etc. and providing assistance: Offering a welcoming and professional first impression to visitors and all individuals.
• Data entry and document preparation: Assisting with basic data input as needed.
• Maintaining a clean and organized workplace: Ensuring common areas and offices are tidy and well-maintained.
• Other duties as assigned.

Skills and Qualifications:

Work Environment

This job primarily operates in an indoor office/residential property environment.

Physical Demands

Ability to sit for long periods of time using a computer, frequent walking, occasional reaching, bending, pushing, pulling and ability to lift light to moderate weight (25 lbs.).

Education and Experience

High School diploma or equivalent required.

Minimum five (5) years’ experience in office administrative duties

Proficient at using a cell phone and computer

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.