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About the Role

Seeking a highly organized, trustworthy, and detail-oriented Office Administrator to provide administrative support for a private property owner and assist with the day-to-day management of multiple properties and personal administrative matters. This position requires someone comfortable handling payments, invoices, records, scheduling, correspondence, and confidential information, who takes initiative, stays organized without constant supervision, and can manage multiple responsibilities while ensuring tasks are completed accurately and on time.

Responsibilities

Provide administrative support for the property owner and her personal business matters.
Assist with administrative tasks related to multiple properties.
Process and organize payments, bills, invoices, and other financial obligations.
Maintain accurate records of payments, expenses, receipts, and property-related documents.
Coordinate with vendors, contractors, tenants, service providers, and other contacts.
Follow up on outstanding invoices, payments, maintenance requests, and other administrative matters.
Schedule appointments, services, inspections, repairs, and meetings.
Organize property documents, contracts, leases, insurance information, and other records.
Assist with banking and payment-related administrative tasks.
Prepare spreadsheets, reports, and summaries as needed.
Monitor important deadlines, renewal dates, payments, and appointments.
Handle confidential personal and financial information with a high level of discretion.
Communicate professionally with vendors, contractors, tenants, and other business contacts.
Assist with personal administrative tasks and errands related to the owner's needs when necessary.
Identify outstanding tasks and follow through until they are completed.
Perform additional administrative duties as assigned.

Requirements

Previous experience in office administration, property administration, executive assistance, bookkeeping, or a similar role.
Strong organizational and time-management skills.
Comfortable processing payments and managing invoices and financial records.
Strong attention to detail and accuracy.
Proficiency with Microsoft Office, Excel, email, and online payment systems.
Ability to learn and use different business software and platforms.
Strong written and verbal communication skills.
Ability to manage confidential and sensitive information.
Ability to prioritize multiple tasks and meet deadlines.
Self-motivated and able to work independently.
Professional, dependable, and trustworthy.
Strong problem-solving and follow-up skills.
Experience working directly with a property owner, real estate portfolio, private office, executive, or small business owner is a plus.
Takes ownership of responsibilities, protects confidential information, and can be trusted to handle important personal and property-related matters professionally.

Skills

Office Administration
Property Administration
Executive Assistance
Bookkeeping
Organizational Skills
Time Management
Payment Processing
Invoice Management
Financial Record Keeping
Attention to Detail
Accuracy
Microsoft Office Suite
Microsoft Excel
Email Communication
Online Payment Systems
Business Software Proficiency
Written Communication
Verbal Communication
Confidential Information Management
Task Prioritization
Deadline Management
Independent Work
Problem Solving
Follow-up Skills