ADMINISTRATIVE ASSISTANT (4273)

2350 Schoenersville Road, Bethlehem, PA 18017
(P) 610-432-8191 | (F) 610-432-8193 | [email protected]

Job Title: Administrative Assistant

Full-Time | Non-Exempt

Location: On-Site- Pittsburgh Area

Our Core Values

Loyal | Responsive | Problem Solver | Positive | Caring

Position Overview

Administrative Assistant provides administrative and operational support to the property management team. Helps ensure the day-to-day operation of assigned communities. This position serves as a primary point of contact for residents, vendors, and prospectives tenants while assisting with leasing support, document management, accounts receivable, scheduling, and general office administration. The ideal candidate is organized, customer service driven, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Provide administrative support to Community Managers, Regional Managers, and the corporate office.
• Answer and direct incoming phone calls, emails, and walk-in inquiries in a professional and courteous manner.
• Greet residents, prospective tenants, vendors, and visitors while providing exceptional customer service.
• Maintain organized electronic and paper filing systems for tenant, vendor, and property records.
• Prepare, process, and distribute correspondence, notices, reports, and other property-related documents.
• Assist with lease administration, including preparing lease documents, renewals, notices, and move-in/move-out paperwork.
• Maintain accurate resident files and ensure all required documentation is complete and compliant.
• Schedule appointments, inspections, meetings, and property tours as needed.
• Coordinate maintenance requests by entering work orders, tracking completion, and communicating updates to residents.
• Assist with vendor coordination by scheduling services, processing invoices, and maintaining vendor documentation.
• Support accounts receivable and payable functions, including processing invoices, collecting documentation, and assisting with rent payment records.
• Monitor office supplies and order inventory to ensure uninterrupted office operations.
• Prepare reports, spreadsheets, and presentations using Microsoft Office and property management software.
• Maintain calendars and assist with scheduling for management staff.
• Assist with onboarding new employees, maintaining personnel files, and coordinating HR-related administrative tasks when applicable.
• Ensure resident and company information is handled confidentially and in accordance with company policies.
• Support marketing efforts by maintaining property listings, preparing promotional materials, and assisting with resident events.
• Assist with compliance documentation, audits, and record retention requirements.
• Process incoming and outgoing mail and manage document distribution.
• Maintain cleanliness and organization of the leasing office and common administrative areas.
• Perform additional administrative duties and special projects as assigned by management.

Qualifications

Education & Experience

• High school diploma or equivalent required; associate degree in business administration or a related field preferred.
• Minimum of 2 years of administrative, office support, or customer service experience; property management experience preferred.
• Experience working in a fast-paced, deadline-driven environment.
• Familiarity with property management software (such as AppFolio, Yardi, Buildium, or similar) is a plus.

Technical Skills

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and Teams).
• Ability to learn and navigate property management software and online vendor portals.
• Strong data entry skills with a high level of accuracy.
• Experience using office equipment, including multi-line phone systems, copiers, scanners, and printers.

Knowledge

• Basic understanding of residential property management practices and terminology.
• Knowledge of lease administration, tenant communication, and maintenance coordination preferred.
• Understanding of fair housing principles and confidentiality requirements is a plus.

Why Join Us?

• Competitive Pay- $18-$22
• Health Coverage: Medical, Dental, and Vision.
• Retirement Benefits: 401K

Position Summary

The Administrative Assistant provides essential administrative and operational support to the property management team, helping to ensure the efficient day-to-day operation of the office and the communities we serve. This position serves as a key point of contact for residents, prospective tenants, vendors, and internal team members by delivering exceptional customer service, maintaining accurate records, and coordinating administrative processes.

The Administrative Assistant is responsible for a variety of duties, including answering phones, managing correspondence, maintaining resident and property files, processing invoices and purchase orders, assisting with rent collection and leasing documentation, coordinating maintenance requests, scheduling appointments, and supporting community managers with daily operations. This role requires strong organizational skills, attention to detail, professionalism, and the ability to effectively prioritize multiple tasks in a fast-paced environment.

The ideal candidate is proactive, dependable, and committed to providing outstanding customer service while maintaining confidentiality and supporting the company's mission of delivering exceptional property management services.