Office Assistant

Job Description Description:At Adamas Property Management, we are dedicated to delivering exceptional property management services that elevate the living and working experiences of our clients. With a proven track record of operational excellence and innovative solutions, our company continues to grow as a leader in the industry.We pride ourselves on fostering a supportive and collaborative work environment where every team member has the opportunity to excel and make a meaningful impact. Whether managing luxury residential properties, commercial spaces, or mixed-use developments, our focus remains on proactive service, effective communication, and exceeding expectations.Adamas Property Management is currently seeking an experienced Office Assistant to support our property management office in Margate, FL which manages 560 units within 35 buildings.Schedule: Monday-Friday 9am – 3pmThe ideal candidate will be responsible for:Assisting the Property Management Office with administrative duties such as answering phones and emails as well as greeting walk-ins as needed.Filing maintenance logs, vendor forms, estimates, and signed proposalsAssisting with tenant inquiries and concerns promptlyCollecting and inputting rent payments for current and past tenants into property specific computer systemCompiling and reviewing all new tenancy applicationsCoordinating move ins/move outsAssisting management with any requests for residents in the buildingSchedule annual and quarterly inspections (such as fire, sprinkler, or certificates of occupancy), resolve violations, if any, and distribute cured documentation to municipal officialsSchedule and monitor annual and quarterly service contracts with vendorsRequest and track all vendor Certificates of InsuranceGather proposals and estimates, review them for scope accuracy, and submit them for approvalEnsure accuracy of work, timing efficiency, and follow-through to ensure job completionAssist property with sales applications activities, including fillings, and scheduling interviews.Maintain accurate records of all resident's interactions and property maintenance requests using property management software such as PayHOACoordinate property maintenance activities, working closely with maintenance staff and vendors to resolve issues efficiently.Requirements:Excellent verbal and written communication skillsMust be computer savvy with proficiency in Microsoft 365 (Excel, Word, Outlook)Ability to prioritize tasks according to importance in a fast-paced environment.Must be professional, reliable, and have excellent customer service skills.Ability to use a general office equipment such as computer, telephone, fax machine, as well as other computer tracking systems used at the property.Dependable, punctual and able to work flexible working hoursHigh attention to detail, organized and a team playerSpanish speaking and writing requiredBenefits:Weekly PayMedical, Dental, 401KVisionEmployee Referral Program