Executive Assistant to Director of Operations

At Axela Management, we are a leading property management firm specializing in multi-family residences, student housing, and commercial properties. We pride ourselves on our dedication to excellence and our commitment to providing unparalleled services to our clients and tenants. As we continue to grow, we are looking for a dynamic and highly organized Executive Assistant to support our Director of Operations.

Position Summary:

The Executive Assistant will play a crucial role in the efficiency of our operations team, providing comprehensive support to the Director of Operations. This position requires a highly motivated individual with a strong work ethic, exceptional multitasking abilities, a deep understanding of the property management industry, and the ability to handle a wide range of administrative and executive support-related tasks with efficiency and professionalism.

Key Responsibilities:

• Direct Support: Provide direct support to the Director of Operations, including assistance with special projects as needed.
• Repairs and Maintenance Coordination: Coordinate all aspects of repairs and maintenance, including scheduling, progress tracking, and liaising with both in-house general contractors and outside vendors, ensuring timely execution of repairs.
• Liaison Duties: Act as the primary liaison with tenants, vendors, and various agencies to ensure compliance with all regulatory requirements and certifications. This includes managing communications related to building inspections, fire sprinkler certifications, and ensuring up-to-date insurance statuses for vendors and tenants.
• Communication Management: Manage incoming calls and electronic messages from tenants, vendors, and agencies, ensuring timely follow-up, tracking, and resolution of issues.
• Administrative Support: Handle mail retrieval, sorting, distribution, and scanning into Appfolio. Process rent payments, invoice entries, and bank deposits in Appfolio. Conduct general administrative tasks including filing, data entry, and managing correspondence.
• Lease Administration: Provide efficient lease administration practices, including uploading lease agreements into Appfolio, ensuring the accuracy of lease documents through monthly reviews, and maintaining comprehensive and organized files.
• Innovative Problem-Solving: Apply out-of-the-box thinking to solve problems creatively and improve operational efficiency.

Required Skills and Qualifications:

• Proven experience as an Executive Assistant or similar administrative role, preferably within the property management or real estate sector.
• Strong working knowledge of property management processes, industry regulations, and compliance requirements.
• Exceptional organizational skills, attention to detail, and multitasking abilities.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite, OneDrive, and Appfolio or other property management software.
• Ability to work under pressure, adapt to changing priorities, and maintain discretion and confidentiality.

Job Type: Full-time

Pay: From $52,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Property management: 1 year (Required)

Work Location: Hybrid remote in Waterbury, CT 06705