Administrative Assistant

About the Role

This role is Full-time. The Administrative Assistant plays a crucial role in ensuring the smooth and efficient operation of an apartment building located in Jacksonville, FL. This position is responsible for providing comprehensive administrative support to management and staff, facilitating communication, and maintaining organized records. The ideal candidate will coordinate resident events, enter service requests for repairs, prepare notices for the building, and handle all other office support as needed. Answering a multi-line phone system and performing general office duties, the Administrative Assistant acts as a key point of contact for residents and guests. This role supports the overall success of the organization by maintaining a well-structured and responsive leasing office environment.

Key Responsibilities

• Maintain and manage complex calendars for multiple team members, ensuring all appointments and meetings are scheduled efficiently.
• Coordinate and arrange travel plans, including transportation and accommodations, for staff and management.
• Handle multi-line phone systems, directing calls appropriately and providing excellent customer service to clients and partners.
• Organize and prepare materials for meetings, including agendas, minutes, and follow-up communications.
• Perform general clerical duties such as filing, records management, data entry, and maintaining office supplies to support daily operations.
• Affordable Housing & Property Management Support:
• Support affordable housing operations by assisting with resident intake, applications, certifications, and recertifications in compliance with applicable housing regulations and program guidelines.
• Assist with rent collection processes, including tracking payments, posting rents, issuing receipts, following up on delinquencies, and coordinating payment plans when needed.
• Prepare, process, and track invoices, vendor payments, and purchase orders; ensure timely submission and proper documentation for accounts payable.
• Maintain accurate resident records related to rent, subsidies, invoices, and housing compliance.
• Serve as a point of contact for residents regarding billing questions, rent statements, and general administrative inquiries.
• Event Planning & Resident Engagement:
• Plan, coordinate, and support resident events, workshops, and community activities to promote engagement and a positive living environment.
• Assist with logistics for events, including scheduling, vendor coordination, materials preparation, set-up, and post-event follow-up.
• Support communication efforts related to resident activities, including flyers, notices, calendars, and reminders.
• Collaborate with property management and program staff to identify opportunities for resident programming aligned with community needs.

Requirements & Tech Stack

• Multi-line phone systems
• Calendar management and scheduling software
• Property management software (preferred)
• Microsoft Office Suite (preferred)
• Other relevant office software (preferred)

Qualifications

• High school diploma or equivalent required; associate degree or higher preferred.
• Proven experience in general administrative or clerical roles, preferably within the real estate or rental leasing industry.
• Proficiency in calendar management and scheduling software.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent verbal and written communication skills.
• Experience with multi-line phone systems and office communication tools (preferred).
• Interpret/translate Spanish language (preferred).
• Knowledge of records management best practices and compliance standards (preferred).
• Prior experience working in a real estate or property management office environment (preferred).
• Proficiency in Microsoft Office Suite and other relevant office software (preferred).