Property Management Administrative Assistant

Overview

Property Management Administrative Assistant, $55,000 - $60,000, Birmingham, AL. Our client is a dynamic and growing firm based in Birmingham, AL. This is an entry level career opportunity designed for someone who is eager to learn the property management industry from the ground up. They are looking for a "moldable," high-energy professional. While previous real estate experience is a plus, they are happy to train a candidate who is confident, communicates exceptionally well, and thrives in a fast-paced environment.

• Provide high-level administrative support to multiple property managers and the broader management department.
• Manage and organize digital property files, ensuring all documentation is accurately categorized during day-to-day operations and property transitions.
• Update and maintain accurate tenant contact information and notice addresses at the corporate level.
• Coordinate maintenance work orders through management software, including submission and follow-up.
• Assist Property Managers in building and maintaining strong professional relationships with tenants.
• Help resolve property maintenance issues by coordinating with on-site staff and vendors.
• Contribute to the preparation of monthly and quarterly financial variance reports for ownership.
• Assist in fiscal activities, including budget development and adherence.
• Code departmental invoices for manager approval and track property-related expenses.
• Draft service contracts and manage monthly demand or default notices in coordination with lease administration.
• Schedule annual property inspections and assist with the capital expenditure process.
• Facilitate tenant move-ins and move-outs, including vacancy preparation and onboarding new assignments.
• Solicit and organize vendor bids for property projects and complete recommendation forms.
• Manage tenant billbacks for utilities and maintenance services like HVAC and roofing.
• Track and ensure insurance compliance for all assigned vendors and tenants.
• Process and distribute property-related mail and correspondence to the appropriate team members.

• Four-year college degree is preferred.
• Excellent interpersonal and verbal communication skills with a professional personality.
• High proficiency in Microsoft Office Suite, specifically Word, Excel, and Outlook.
• Strong organizational skills and the ability to adapt quickly in a fast-moving office environment.
• High technological aptitude with the ability to learn property management software quickly.
• Analytical mindset with strong problem-solving capabilities.
• A stable professional background (candidates with a history of long-term tenures are preferred).
• A "thick skin" and the confidence to interact effectively with contractors, owners, and vendors.
• A genuine interest in the real estate industry and a desire for long-term career growth.
• Ability to handle occasional overnight travel if required for property visits.