Job Description

We are seeking a highly organized and detail-driven Administrative Assistant to support our property management team. The successful candidate will play a key role in ensuring the smooth operation of the office by assisting with tenant communications, coordinating administrative processes, and supporting day-to-day management activities. This position requires strong communication abilities, proficiency with office software, and the capacity to manage multiple tasks efficiently. The Administrative Assistant will serve as a primary point of contact for residents, vendors, and visitors, while maintaining accurate records and contributing to a professional and responsive office environment.

Responsibilities

Manage multi-line phone systems, respond to inquiries, and direct calls to the appropriate team members Welcome residents, owners, contractors, and visitors in a courteous and professional manner Perform accurate data entry using Microsoft Office, Google Workspace, and property management software as required Maintain organized filing systems, both digital and physical, for tenant information, maintenance records, and administrative documents Schedule property inspections, maintenance appointments, staff meetings, and coordinate calendars for the management team Assist with basic bookkeeping duties, including invoice processing and rent posting Prepare correspondence, tenant notices, reports, and ensure all documents are proofread for accuracy and clarity Support customer-service efforts by addressing resident questions, assisting with forms, and providing updates on requests or work orders Complete general administrative tasks including scanning, photocopying, mailing, and document preparation Monitor and maintain office supply inventory, placing orders as needed Liaise with vendors and contractors as directed by property managers Assist with the preparation and organization of leases, move-in/move-out documentation, and related paperwork

Qualifications

Proven experience in an administrative or clerical role; experience in property management or real estate administration is an asset Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace, with strong data-entry capabilities Familiarity with bookkeeping systems or property management platforms is an asset Excellent organizational skills with the ability to manage competing priorities effectively Professional phone etiquette and strong customer-service skills Ability to manage multiple responsibilities in a fast-paced environment High attention to detail for reviewing, organizing, and preparing documents Previous experience working at a front desk or handling multi-line phone systems is desirable Strong computer skills and the ability to learn new software quickly
This position offers the opportunity to become an essential member of a dedicated property management team. We welcome individuals who demonstrate initiative, professionalism, and a commitment to delivering excellent support to residents, colleagues, and partners alike.

Job Types: Full-time, Permanent

Pay: From $45,000.00 per year

Benefits:

Extended health care Paid time off
Experience:

Administrative: 1 year (preferred)
Work Location: In person