Admin Assistant

hace 4 semanas


Bogotá, Colombia BruntWork A tiempo completo

This is a remote position.

Key Responsibilities

  1. Communications

    • Inbound Communications (Email, Call, Text)
      • Manage four main types of inquiries: tenants, vendors, general inquiries, and other.
      • Use tailored scripts for different callers/scenarios.
      • Document each communication accurately, including summaries via email, notes, or guest cards.
      • Identify and track action items, creating reminders, tasks, or calendar invites as needed.
      • Regularly update the manager throughout the day, with a focus on urgent calls (using both intuition and an established schedule).
    • Outbound Communications (Email, Call, Text)
      • Conduct outgoing communications to tenants and vendors, including updates, reminders, follow-ups, and scheduling.
      • Relay responses to incoming inquiries.
      • Set appointments, contact customer service, and handle related tasks.
      • Document all communication, track action items, and keep the manager updated.
  2. Data Entry

    • Document all communications, set reminders, and create calendar invites.
    • Basic Bookkeeping Tasks
      • Populate fields (date, price, vendor, etc.) in spreadsheets or databases based on receipts or invoices.
      • Convert emails or images to PDFs, edit, and label them with payment details.
    • Populate fields in templates to assist in creating letters, documents, invoices, and receipts.
  3. Other Administrative Tasks

    • Create and edit Word Documents, Excel Spreadsheets, PowerPoint Presentations, and PDFs.
    • Maintain digital organization by converting documents to PDFs, renaming files/folders, and managing scanned documents/faxes.
    • Review camera footage based on alerts or requests.
    • Conduct research tasks using web resources such as Google and Google Maps.
  4. Web-Based Platforms

    • Tools Provided for Access:
      • Nextiva VOIP: For managing voice calls.
      • Appfolio Property Management Software: For tenant and vendor notes, guest cards, activities, reminders, and data entry.
      • Microsoft Outlook: For email management and scheduling.
      • Microsoft OneDrive: For managing shared folders and documents.
      • Microsoft Office Suite: Word, Excel, PowerPoint, etc.
      • DW Spectrum: For camera system management.
      • PDF Escape: For PDF editing.
      • WhatsApp Business (Web-Based): For communication.
      • Microsoft Team

Requirements

  • Communication Skills: Exceptional English skills (written, spoken, and comprehension). Ability to communicate with callers, including those with heavy accents. (Spanish or Mandarin proficiency is a plus).
  • Technical Skills: Familiarity with Microsoft software (Office Suite, OneDrive, Outlook), digital/web-based environments, and tools listed above.
  • Work Environment: Quiet workspace with minimal background noise, reliable high-speed internet, and an up-to-date computer.
  • Availability: Ability to work Monday–Friday, 9am–6pm with 1 hour unpaid lunch break



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