Administrative Assistant

Published June 18th, 2024

We have partnered with a leading Property Management company based in Brookline that is in need of additional help in their office.  The company has been in business for over 25 years and has a growing porfolio of high-end Condos and Rental units throughout the region.

$25-27/hour
8am-5pm Mon-Fri and being on call 1 week each month.

Job Description:
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
  • Taking Phone Messages
  • Bill Backs:
  • Late Letters
  • Filing Property Invoices and Unit Information
  • Rental Process
  • Programming intercoms 1110/1120 and Spring Condo
  • 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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