Personal Assistant Jobs

Position: Personal Assistant

Type: Part-time (as applicable) Hours can vary drastically depending on current workload but will be between 5-10 hours a week.

Job Summary: As the Personal Assistant, you will play a crucial role in supporting day-to-day activities and responsibilities. You will work closely with your employer to ensure seamless coordination, efficient time management, and successful execution of tasks. The ideal candidate should be highly organized, proactive, trustworthy, and possess excellent communication and problem-solving skills. This position demands the ability to maintain confidentiality and handle sensitive information with the utmost discretion. Your exceptional organizational skills, attention to detail, and excellent communication abilities will be vital to the success of this role.

Responsibilities:

Administrative Support:

• Handle phone calls, emails, and inquiries from tenants, vendors, and other stakeholders.
• Draft and distribute property-related correspondence, such as memos and notices.
• Assist in maintaining property records, leases, and tenant files.

Bookkeeping and Financial Management:

• Prepare monthly financial reports, income statements, and balance sheets for review by the Property Manager.
• Reconcile bank statements and ensure accurate recording of financial transactions.
• Manage property financial records, including rent collection, vendor payments, and expense tracking.

Meeting Support:

• Attend meetings, take notes, and follow up on action items.
• Prepare meeting materials, agendas, and minutes.

Tenant Relations:

• Generate reports and maintain databases related to property information.
• Stay informed about local, state, and federal housing laws and regulations.
• Track and manage property expenses, ensuring adherence to the budget.
• Ensure properties comply with relevant codes and safety standards.
• Data Management
• Assist with rent collection, recording payments, and issuing receipts.
• Address tenant complaints and coordinate prompt resolution with the Property Manager.
• Maintain accurate and up-to-date records using property management software.
• Conduct property tours for potential tenants and provide information on available units.
• Property Marketing:
• Monitor the completion of maintenance tasks and ensure the quality of work.
• Assist in advertising and marketing available rental units.
• Receive and document maintenance requests from tenants and communicate them to the maintenance team promptly.
• Maintenance Coordination:
• Greet and assist tenants with inquiries, concerns, and maintenance requests.
• Compliance and Regulations:
• Financial Management:
• Schedule and oversee property inspections and routine maintenance.
• Facilitate the leasing process, including showing vacant units, conducting tenant screenings, and preparing lease agreements.
• Assist in preparing financial reports, including income statements and balance sheets.

Requirements:

• Strong problem-solving skills and ability to resolve conflicts professionally.
• High school diploma or equivalent; additional education or certifications in property management is a plus.
• Ability to handle multiple tasks and prioritize effectively.
• Strong organizational and time management abilities.
• Proficiency in using basic computer applications (Google drive, etc.)
• Friendly, approachable, and customer-oriented demeanor.
• Excellent communication skills, both written and verbal.

Bonus Points if:

• Strong background working with Quickbooks and/or bookkeeping experience
• Knowledge of property management principles, tenant-landlord laws, and fair housing regulations.
• Proven experience in administrative support or customer service, preferably in a property management setting.

Note: The job description provided above is a general outline and may be subject to modification based on the specific needs of the company or property management team.