Property Management Administrative Assistant

Company Description

The Holton-Wise Property Group is a full service residential and commercial real estate brokerage. We help local homeowners buy and sell their properties as well as operate one of the largest scattered site rental property portfolio's on the west side of Cleveland.

Job Description

Job summary

To provide prompt and efficient executive level administrative support for Property Management department. This position will be part of team that is responsible for the day to day operations of one of the largest scattered site rental property portfolio's on the west side of Cleveland.

Summary of essential job functions

This individual is responsible for administrative support for the functions of the Property Management Department and the Company overall.

Set up and maintain accurate files and records that may be easily accessed by all.  This would include but not be limited to the following:

Maintain correspondence files. 

Setup and establish lease files and brokerage agreement files

Handle correspondence, telephone contacts, and incoming mail, including confidential materials, in a professional and expedient manner.  Administer e-mails, send and forward to appropriate people. 

Type and/or compose letters, meeting agendas, meeting minutes, purchase orders, contracts, memos, variances, narratives, vendor contracts, brokerage agreements, Letters of Intent and construction contracts as directed.

Photocopying, faxing, scanning and file administration as needed.

Assist the Property Management department with investor reports, projects and presentation.  Organize, research, and gather required data as necessary. Provide assistance in preparing materials, compiling statistical information, and other special projects as required.

Must be proficient in Outlook, MS Word and Excel, and other similar computer  programs. Use of various software packages and visual aids to produce accurate documents, presentation materials, charts and graphics (type, proof, organize, design, create fonts, layout, etc.) within established deadlines.

Assemble and distribute all lease documents received.  Scan all lease documents into our network and prepare maintain the tenant lease file.  Accuracy and timeliness is extremely important to this process.

Greet visitors, screen incoming calls, schedule appointments, maintain calendar and play an active role in organizing and prioritizing its activities.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Qualifications

• Previous office experience preferred
• Experience with Microsoft Office programs (Outlook, Word, Excel, Access, Power Point)
• Strong work ethic, positive attitude, and good judgement
• Desire to work as part of a team with a strong focus on client needs
• Excellent communication and listening abilities
• Organizational skills; ability to manage projects effectively and on-time
• Ability to exercise discretion and maintain confidentiality
• Analytical and detail-oriented
• Ability to handle multiple tasks/assignments
• Punctual attendance

Additional Information

• Schedule will fluctuate Monday through Friday from 9am through 7pm. 
• Pay is $12/hr depending on experience.

All your information will be kept confidential according to EEO guidelines.

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