Administrative Assistant

Top Job

Located in Amarillo, TX

Salary: $15-16/hr.

Administrative Assistant

Department: Administration
Reports To: Property Management Team

Position Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to support a busy property management and operations team. This position plays a critical role in ensuring efficient office operations while serving as a liaison between tenants, vendors, contractors, and internal staff. The ideal candidate will possess strong administrative skills, excellent communication abilities, and a commitment to delivering exceptional customer service.

Essential Duties & Responsibilities

• Provide administrative support including answering phones, managing correspondence, scheduling meetings, filing, data entry, and maintaining records.
• Manage calendars, appointments, meetings, vendor visits, and property-related events.
• Assist with tenant communications, lease documentation, notices, and general inquiries.
• Prepare and distribute tenant correspondence, newsletters, and property communications.
• Maintain accurate property records, including leases, contracts, insurance certificates, vendor agreements, and related documentation.
• Assist with preparation of reports, spreadsheets, financial summaries, maintenance tracking logs, and operational updates.
• Coordinate new tenant setup processes, including documentation, deposits, and occupancy requirements.
• Support accounts payable and accounts receivable activities, including invoice coding, tenant billbacks, and documentation management.
• Manage building access systems, including issuing, activating, and deactivating access credentials as needed.
• Utilize property management software to process and track work orders, vendor documentation, certificates of insurance, and property inspections.
• Assist with tenant move-ins, move-outs, suite renovations, and special projects.
• Coordinate vendor services, maintenance scheduling, contract administration, and follow-up activities.
• Maintain office supplies, equipment, and overall office organization.
• Provide exceptional customer service to tenants, vendors, and visitors.
• Perform additional administrative duties and special projects as assigned.

Qualifications

• High School Diploma or GED required; Associate's Degree or coursework in Business Administration, Real Estate, Property Management, or a related field preferred.
• Minimum of 2 years of administrative, office support, or customer service experience.
• Strong proficiency in Microsoft Office Suite, including Word, Excel, Outlook, Teams, and Adobe Acrobat.
• Experience with property management, accounting, or CRM software is a plus.
• Excellent organizational, time management, and multitasking skills.
• Strong attention to detail and accuracy.
• Professional verbal and written communication skills.
• Ability to work independently and prioritize multiple projects in a fast-paced environment.
• Strong problem-solving abilities and customer-focused mindset.
• Ability to maintain confidentiality and handle sensitive information professionally.

Work Schedule

• Full-Time
• Monday through Friday
• 8:00 AM – 5:00 PM
• No weekends or major holidays

 

Apply Now