May 15, 2024

Administrative Assistant

  • Complete Staffing Solutions
  • Clinton, CT, USA
Admin-Clerical Real Estate Real Estate

Job Description

The company is a mix of managing 25 condo complexes across CT and a real estate firm that merged 5 years ago, have tripled in size and now need extra help in the office.

Good phone and email etiquette, should have some office experience as this role is very high-volume with phone and email work and speakign with tenants.

8am – 4pm Mon-Fri   $17-23/hour

Assist in day-to-day management of a portfolio of properties.  Work with the property manager and others on meeting preparation, reporting, project coordination.

  • APM staff in promoting, establishing and maintaining positive relations with Unit Owners/Residents and with the day-to-day operations of the property.
  • Answer and rout phone calls to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
  • Open, sort, and route incoming mail, answer correspondence and prepare and deliver outgoing mail.
  • APM staff with creating, compiling, preparing, copying and distributing internal correspondence, memos, spreadsheets, agendas, bill backs and reports in a timely matter.
  • Update and maintain current daily and emergency Unit Owner/Resident contact lists and information manuals (Property Info Sheets).
  • Maintain and update insurance certificate files for all contractors performing work at the properties.
  • APM staff with the scheduling of contractor work (ex: window washing) and coordinate with Unit Owner/Residents.
  • Ensure accurate unit owner/resident records are properly maintained and kept up-to-date in property management software and resident files.
  • Organize and file all applicable reports, leases and paperwork.
  • Follows safety procedures and maintains a safe work environment

Specific Duties include:

  • Answering Phones and Taking Messages
  • Taking Phone Messages
  • Bill Backs
  • Process Late Letters
  • Filing Property Invoices and Unit Information
  • Sending mailings for property managers and accounting
  • Writing Memos
  • Sorting Mail
  • Preparing outgoing mail
  • Taking minutes for designated properties
  • Creating work orders
  • Picking up & dropping off mail
  • Distribute financial statement
  • Answering tenant/ unit owner questions regarding account balances. 

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