Property Management Administrative Assistant

Company: FHR Properties/FHR Property Management
Location: Fort Myers
Posted on: November 19, 2021

Job Description:

We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks for our real estate company. Duties of the Administrative Assistant include providing support to our managers, employees, and clients; assisting in daily office tasks and managing our company's general administrative activities at your assigned building. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, including MS Excel and office equipment. If you have previous experience as an administrative assistant and familiarity within our industry, we'd like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our offices.Essential Responsibilities

• Open and close assigned property, following FHR Property Management LLC's opening/closing procedures. (e.g., property walkthrough, check voice messages)
  • Greet incoming tenants and guests in a professional manner
    • Answer incoming calls and transfer to appropriate parties
      • Provide property tours to incoming prospects
        • Follow-up with prospective clients from assigned leads
          • Sort and distribute mail
            • Create/Close mailbox accounts for virtual clients; keep updated records
              • Upload leases/contracts/forms to Propertyware and Appfile
                • File paper copy of leases/contracts/forms in file room
                  • Monitor tenant insurance and permit validity
                    • Monitor keys and keyless entry
                      • Set up telephone lines for new tenants
                        • Create and track work orders for assigned property
                          • Manage assigned property monthly maintenance i.e. carpet cleaning and AC maintenance
                            • Create and distribute notices to tenantsTransaction Coordination Responsibilities
                              • Create client monthly reports for assigned property
                                • Manage and update current listings: online platforms and flyers
                                  • Monitor paperwork and track transaction status of pending leases and contracts
                                    • Ensure transaction information is collected, organized and documented, per ethical and legal business practices.
                                      • Inform appropriate party (weekly) of transaction status and update checklist
                                        • Ensure all internal databases are current, including tenants, available units, recently leased/sold properties, and lease comparables.
                                          • Post new sales/lease listings to MLS (Summerlin ONLY)Marketing Responsibilities
                                            • Create ads and flyers for new properties; update ads and flyers for current properties based on market research
                                            • Design and procure signage for company and clients; Monitor current sign conditions at respective properties
                                            • Create content for online ads and flyers; create social media videos and posts
                                            • Update and maintain company and property websites
                                            • Create and distribute monthly newsletter to assigned propertyEssential Skills
                                              • Proven experience as an administrative assistant or office admin assistant
                                              • Knowledge of office management systems and procedures
                                              • Working knowledge of office equipment
                                              • Proficiency in MS Office (MS Word, Excel, Forms)
                                              • Excellent time management skills and the ability to prioritize work
                                              • Attention to detail and problem solving skills
                                              • Excellent written and verbal communication skills
                                              • Strong organizational skills with the ability to multi-task
                                              • High School degree required; Bachelors Degree preferred; Additional qualification as an Administrative Assistant a plus''Work Location:
                                                • One locationJob Type: Part-timePay: $13.00 - $15.00 per hourSchedule:
                                                  • Monday to FridayEducation:
                                                    • High school or equivalent (Preferred)Experience:
                                                      • Office experience: 1 year (Preferred)Work Location: One location

Keywords: FHR Properties/FHR Property Management, Fort Myers , Property Management Administrative Assistant, Executive , Fort Myers, Florida