Office Administrator

Job Overview
We are seeking a highly organized and detail-oriented Office Administrator to join our team. The ideal candidate provides administrative support across all departments to ensure smooth daily operations. This role serves as a flexible team member who assists wherever needed — including Leasing, Operations, and Maintenance — with a primary focus on supporting the Maintenance Coordinators in managing work order completion, invoicing, and assignment.

Key Responsibilities:

General Administrative Support

• Assist Leasing, Operations, and Maintenance departments as needed.
• Provide coverage for team members during absences or high workload periods.
• Maintain organized digital and physical filing systems.
• Prepare correspondence, reports, and other documentation as assigned.
• Answer phones, respond to emails, and direct inquiries to the appropriate department.
• Support internal communication to ensure updates are shared promptly and accurately.

Maintenance Department Support

• Assist Maintenance Coordinators with daily workflow and task management.
• Review, close, and document maintenance work orders in Property Meld.
• Ensure vendor invoices are received, reviewed, and uploaded accurately.
• Help create and assign new work orders to in-house or third-party vendors.
• Follow up with vendors and tenants for scheduling updates and completion confirmation.
• Verify work completion details, ensuring notes and photos are properly documented.
• Track open work orders and assist with timely resolution and follow-through.

Performance Expectations:

• Demonstrates flexibility by assisting various departments effectively.
• Ensures work orders are accurately documented and completed on time.
• Maintains accuracy in vendor invoice uploads and record-keeping.
• Communicates clearly and professionally with team members, vendors, tenants, and owners.
• Keeps workflow organized and follows through on all assigned tasks.

Qualifications:

• Prior administrative or property management experience preferred.
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite; experience with Buildium and Property Meld preferred.
• Positive, team-oriented attitude with a proactiive approach to problem-solving.

Job Type: Full-time

Pay: From $18.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person