Administrative Assistant - Property Management

Job Description:

Position: Administrative Assistant - Onsite HOA Property

Purpose: Serve as an onsite representative of SVN | Second Story Real Estate Management, supporting the day-to-day needs of the community by assisting the Property Manager and Assistant Property Manager with administrative and operational tasks. The Administrative Assistant plays a vital role in maintaining smooth office operations, coordinating communication, and providing excellent service to residents and vendors to help ensure the community runs efficiently and residents have a positive experience.

Reports to: Onsite Property Manager

Schedule: Part Time, 20-25 hours per week (Monday - Friday)

Characteristics

• High Energy

• Superb Customer Service

• Detail-Oriented

• Strong Communication Skills

• Organized and Reliable

• Adaptable and Proactive

Key Responsibilities

Administrative & Operational Support

• Provide general administrative support to the Property Manager and Assistant Property Manager

• Manage office supplies, filing systems, and organization of onsite documents

• Assist with scheduling, calendar management, and preparation for meetings or inspections

• Monitor and input work orders and service requests into property management system (AppFolio)

• Track unit turns and maintenance timelines in coordination with vendors and the maintenance team

• Process and file vendor invoices, resident documents, and compliance-related paperwork

Resident Communication & Coordination

• Assist in responding to resident inquiries in a timely and professional manner

• Coordinate resident notices, event flyers, announcements and general property communication

• Assist with move-in and move-out coordination, including checklist preparation and file updates

• Support rent collection by sending reminders and logging payment-related communications

Office Presence & Property Support

• Maintain a welcoming and organized front office environment

• Assist with property tours, vendor access, and occasional support as needed

• Serve as a second set of eyes for the Property Manager team, identifying areas for follow-up

• Jump in to assist with special projects, inspections, or organizational tasks as needed

Qualifications

• Previous office, administrative or property management experience preferred

• Excellent time management and multitasking skills

• Strong verbal and written communication abilities

• Highly dependable with a strong sense of responsibility

• Proficient in Microsoft Office and Google Workspace applications

• Experience with management software is a plus

• Physical requirements: Must be able to walk the property, lift up to 30 lbs, and climb stairs as needed

Company Overview:

SVN | Second Story’s Property Management team works to make sure our city is thriving and our clients are satisfied. Our team comprises departments including business development, property management, leasing management, maintenance, accounting and marketing. While protecting our client's investments, we work to not only keep properties in immaculate shape but also provide the customer service needed to build relationships and enhance tenant's on-site experience. Our management portfolio includes multi-family communities as well as mixed-use developments and commercial properties.

Focused on residential and commercial property management and real estate brokerage, SVN | Second Story has a culture that provides a fun and quality work environment, room for growth and autonomy. Because we’re a young, fast growing company, we believe in effective communication, utilizing technology as much as possible for processes and operations, and thriving in a competitive environment.

The SVN® organization is a globally recognized commercial real estate entity united by a shared vision of creating value with clients, colleagues, and our communities. Our brand pillars represent the transparency, innovation, and inclusivity that enables all our offices to collaborate with the entire real estate industry on behalf of our clients. SVN’s unique Shared Value Network® is just one of the many ways that SVN offices create amazing value with our clients, colleagues, and communities.

SVN | Second Story Vision and Mission

Vision: To make a positive impact on generations to come through partnership with our clients and care of their real estate assets on a national level. Our work leaves a lasting imprint on the communities in which we live and work.

Mission: Wake up every day ready to deliver unparalleled professional commercial real estate expertise, dedicated care, and operational excellence.

Core Values

• Fun. We strive to find joy in what we do.

• Bold. We show grit and rise to the challenge.

• Integrity. Our word matters.

• Ownership. We take responsibility for every area of our lives.

• Onward & Upward. We strive for continuous progress & improvement.