Administrative Assistant

Gates Hudson & Associates - Washington, DC

Full-time - Entry Level

Washington, DC

Construction of Buildings

About the position

Join our team at Liz, a luxury mixed-use property in Washington, D.C., as an Administrative Assistant. This dynamic role involves managing various aspects of property operations for both residential and commercial tenants, ensuring high standards are met while fostering a vibrant community. The Administrative Assistant will work closely with the Property Manager and other teams to support daily activities and enhance tenant engagement.

Responsibilities

• Respond promptly and professionally to emails and calls from residents, commercial tenants, ownership, and vendors.
• Coordinate meetings, appointments, and events for the Property Manager, managing scheduling conflicts proactively.
• Assist in preparing GL Notes, Accruals, Reclasses, and Nexus invoice processing, including PO entry and managing allocations across residential and commercial entities.
• Contribute to the Executive Summary Reporting, property-specific weekly reports, and compliance updates.
• Process visa receipts and ensure proper documentation is maintained.
• Act as a first point of contact for resident and tenant questions and service requests, ensuring timely follow-up and escalation to relevant team members.
• Draft and distribute communications for events, inspections, maintenance, and emergencies for both residential and commercial tenants.
• Prepare lease agreements, approval letters, and move-in guides, conduct unit walkthroughs, and manage renewal processes, including commercial lease updates.
• Plan and execute resident and tenant events, fostering a sense of community by connecting people, showcasing the neighborhood, and partnering with local businesses.
• Address maintenance, payments, and rent collection related to 20 hotel units.
• Conduct regular property inspections to ensure the highest standards, making sure common areas, residential units, and commercial spaces are well-maintained and ready for occupancy.
• Coordinate vendor visits, manage service requests, and oversee follow-up on work orders for commercial and residential tenants.
• Work with the service team to track and update service requests, especially for commercial areas and common spaces, and oversee work order follow-up.
• Maintain inventory of office and operational supplies, ensuring timely restocking.
• Monitor residential and commercial tenant accounts, assist in tracking rent collection, and maintain accurate records.
• Conduct pre-vacate inspections, reconcile tenant accounts, and handle deposit accounting.
• Assist ownership with custom projects, inquiries, and tours, providing support for lease, AR, and pricing-related tasks.
• Collaborate with legal teams on delinquent accounts and lease violations, ensuring compliance with regulations.
• Document and report incidents accurately, following up as necessary.
• Utilize property management software, including Yardi One, Nexus, Kastle, ButterflyMX, and Canva.
• Oversee applications, screening, approvals, and move-in preparations for both residential and commercial tenants, ensuring a smooth experience and satisfaction.
• Maintain accurate records of lease agreements, resident and tenant communications, compliance documents, and contracts.
• Conduct regular audits of administrative files, including lease files, insurance compliance, and tenant demographics.
• Prepare and update weekly reports, such as Residential and Commercial Delinquency Reports, Parking and Storage Reports, Lease Expirations, and Application Summaries.

Requirements

• 2-3 years of administrative support experience in the commercial property management field required.
• Strong work ethic and motivation to complete responsibilities effectively.
• Attention to detail in financial tasks and documentation, ensuring records and communications are mistake-free.
• Customer-centric approach, addressing questions and concerns with empathy, respect, and efficiency.
• Proactive problem solver, taking initiative in addressing challenges.
• Strong organizational skills to manage multiple tasks and projects effectively.
• Effective verbal and written communication skills, with the ability to draft, proofread, and format documents.
• Proficient in property management software, Microsoft Office Suite, and digital file management.

Nice-to-haves

• Familiarity with tools like NetVendor and Nexus for vendor and financial management.