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Administrative Assistant, Office & Property Management

  • Admin & Operations
  • Full-time
  • Palo Alto, CA

Palo Alto Staffing provides exceptional supporting talent to the world's most innovative entrepreneurs from founder, through to investor and philanthropist. Connecting the best people to the best companies since 1979

A property management firm in the heart of Silicon Valley is expanding their administrative team to support the success of day-to-day operations. The firm primarily manages residential properties, consisting of about 50 buildings, with approximately 200 units in total. This role will manage detailed, in-house scheduling, and develop procedures to improve the workflow of property managers and field staff. The administrative assistant will also be tenant-facing, so high-level customer service is a must!

Key Responsibilities:

  • Orchestrate all scheduling needs to ensure the ongoing success of daily operations

  • Manage all incoming communication channels, screen and route calls to the appropriate party in a polite and highly professional manner

  • Greet and check-in visitors, communicate with the proper employee to arrange timely meet up

  • Oversee and track office inventory, communicate any necessary orders in a timely manner to negate depleted supplies

  • Maintain consistent communication with the office manager, providing detailed information on any crucial calendaring updates or office needs

  • Support operations by reviewing and coordinating work orders and preventing scheduling conflicts

  • Provide regular administrative support by generating reports, transcribing meeting minutes, create presentations, and conduct detailed research

  • Ensure the owners’ needs are met when in town; schedule house cleaning, car accessibility, prompt meal deliveries, and any request that may arise

  • Assist property management with overall productivity by organizing procedures that will effectively support MTs, PMs, and various field staff or partners

  • Implement property management procedures using the 5D’s method; Discovery, Design, Define, Develop, and Deploy

  • Generate weekly reports to the Operations Manager, including the lock box report, key reconciliation, work order report, unit turn / sq ft / window measurements, and asset report

  • Engage with the tenant community through phone, email, or text, and provide positive solutions to tenancy inquiries

 

Qualifications: 

  • 1+ years of administrative experience

  • Microsoft Office 365

  • Ability to quickly learn internal PM software (AppFolio)

  • General knowledge of California Apartment Association (CAA)

  • Organized, resourceful, and manages time effectively

  • Ability to work in-person & show proof of vaccination