Admin Assistant
hace 4 semanas
This is a remote position.
Key Responsibilities
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).
- Manage four main types of inquiries: tenants, vendors, general inquiries, and other.
- 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.
- Conduct outgoing communications to tenants and vendors, including updates, reminders, follow-ups, and scheduling.
- Inbound Communications (Email, Call, Text)
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 (date, price, vendor, etc.) in spreadsheets or databases based on receipts or invoices.
- Populate fields in templates to assist in creating letters, documents, invoices, and receipts.
- Document all communications, set reminders, and create calendar invites.
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.
- Create and edit Word Documents, Excel Spreadsheets, PowerPoint Presentations, and PDFs.
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
- Nextiva VOIP: For managing voice calls.
- Tools Provided for Access:
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
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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