Administrative Assistant Real Estate Co.

Reports To: Portfolio Manager/Owner

Job Overview: As a Real EstateAdministrative Assistant reporting directly to the Portfolio Manager/Owner, you will be responsible for providing comprehensive administrative support to ensure the efficient operation of Real Estate portfolios. Your role will encompass liaising with vendors, coordinating maintenance schedules, managing paperwork, conducting site inspections, and maintaining communication with tenants, external property management firms, and relevant authorities.

Key Responsibilities:

1. Vendor Coordination:

   • Initiate contact with vendors for various property maintenance and repair needs.
   • Obtain quotes, negotiate contracts, and schedule services in coordination with the Portfolio Manager/Owner.
   • Maintain updated vendor contact lists and track vendor performance.

2. Maintenance Staff Management:

   • Schedule and coordinate tasks for maintenance staff members.
   • Ensure timely completion of maintenance requests and property upkeep activities.
   • Facilitate communication between maintenance staff and relevant stakeholders.

3. Paperwork Management:

   • Assist in preparing and processing paperwork related to Real Estate transactions, leases, and property management.
   • Maintain accurate and organized records of documents, contracts, and agreements.

4. Site Inspections:

   • Conduct regular site inspections to assess property conditions, identify maintenance needs, and ensure compliance with safety and regulatory standards.
   • Document findings and report to the Portfolio Manager/Owner for further action.

5. Communication:

   • Serve as a primary point of contact for tenants, city building departments, vendors, contractors, and external property management companies.
   • Communicate effectively to address inquiries, resolve issues, and facilitate smooth operations.
   • Keep stakeholders informed about property-related matters, updates, and changes.

6. Tenant Relations:

   • Maintain positive relationships with tenants by addressing concerns promptly and professionally.
   • Coordinate tenant communications, lease agreements, and rent payments as necessary.

Qualifications:

• 4 year college degree required
• Strong organizational skills with the ability to multitask and prioritize tasks effectively.
• Excellent communication and interpersonal skills.
• Attention to detail and accuracy in paperwork and documentation.
• Ability to work independently with minimal supervision.
• Flexibility to adapt to changing priorities and deadlines.

This job description outlines the core responsibilities expected of the Real EstateAdministrative Assistant, but flexibility and adaptability are essential as additional tasks may arise to support the dynamic needs of the Real Estate portfolio.