Office Administrator / Property Management Assistant Jobs in Parsippany, NJ by Top Level Recruiter

The Office Administrator / Property Management Assistant will provide essential support in the day-to-day operations of the property management office. This includes managing administrative tasks, handling tenant inquiries, coordinating property maintenance, maintaining accurate records, and assisting with the leasing process. The role requires excellent organizational skills, a keen eye for detail, and the ability to handle multiple tasks in a fast-paced environment.

Key Responsibilities:

1. Administrative Support:
• Answer and direct phone calls to the appropriate department or person.
• Manage office correspondence (email, mail, faxes).
• Prepare and maintain reports, spreadsheets, and other documents as required.
• Assist in organizing meetings, appointments, and scheduling with contractors and vendors.
• Ensure office supplies are stocked and ordered as needed.
2. Tenant Relations:
• Respond to tenant inquiries, complaints, and maintenance requests.
• Maintain communication with tenants regarding lease agreements, renewals, and other property-related matters.
• Schedule and coordinate property showings for prospective tenants.
• Maintain tenant files and ensure all paperwork is up to date.
3. Property Maintenance Coordination:
• Track and manage maintenance requests, ensuring timely completion.
• Coordinate with contractors and maintenance staff for property repairs and upgrades.
• Monitor the condition of properties and report any issues to management.
4. Leasing Support:
• Assist in the preparation of lease agreements, renewals, and terminations.
• Ensure all lease documents are accurately completed and filed.
• Assist in the move-in and move-out processes, including inspections and key management.
5. Accounting and Financial Support:
• Process tenant payments and manage invoicing for properties.
• Assist with tracking rents and deposits, ensuring that payments are collected and accounted for.
• Maintain records of property-related financial transactions.
• Prepare weekly, monthly reports and analysis for management like delinquency report, rent roll report, various trend analysis on rent collections, vacancies etc.
• Manage various periodic billings and trend analysis for higher management.
6. General Office Management:
• Maintain an organized and efficient office environment.
• Support the property management team with various administrative tasks as needed.
• Maintain and update a list of preferred vendors for each type of item/material.
• Perform additional duties as assigned by the property manager or office supervisor.
7. Legal matters management:
• Prepare necessary documentation and reports to support the handling of delinquent cases in coordination with attorneys and the court.
• Coordinate and follow up with attorneys and tenants regarding the progress of court cases. 

• Skills:
• Excellent communication skills, both written and verbal.
• Strong organizational and time-management abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Quick learner with the self-help documentation of any property management software.
• Ability to multitask and prioritize effectively.
• Professional demeanor and ability to handle sensitive information.

Working Conditions:

• Full-time / Part-time, Monday to Friday.
• Office environment, occasional visits to properties for inspections or maintenance coordination.
• Occasional overtime may be required based on property needs.

Compensation:

• Competitive salary (commensurate with experience).
• Opportunity for career growth within the property management field.