Our Windermere Property Management office in the Capitol Hill neighborhood is seeking an organized and dependable Administrative Assistant who has a passion for client service and a keen eye for detail to join our busy team of real estate professionals!
The ideal candidate will be a reliable and efficient self-starter with strong writing skills and excellent phone etiquette. Success in this role requires top-notch document management skills and a sense of urgency in day-to-day activities. Accurately maintaining our extensive digital database of invoices, contracts, and property information is a crucial part of this position and essential to our operations.
This role entails a high level of trust and is perfect for someone who excels in a quiet, semi-autonomous environment and can independently complete tasks in a timely manner. If you are a team-oriented individual with a positive attitude, capable of taking initiative, and looking to thrive in a dynamic industry with one of the most recognized upscale real estate brands in the Pacific Northwest, we would love to meet you and discuss this opportunity further!
Responsibilities
Monday-Friday (office hours are 8:00 to 4:00) Working hours may have some flexibility.
Answer and accurately transfer incoming calls to the appropriate agent or manager
Manage outgoing and incoming mail.
Help accurately maintain our extensive cloud-based document filing system
Consistently monitor and manage multiple email inboxes and email distribution. Assist owners and tenants with our online portal access and any other issues/questions.
Manage incoming invoices received via mail or email, process and file electronically as well as assist Accounting in processing for payment using Rent Manger software.
Distribute all incoming documents to the appropriate party and file electronically
Greet occasional guests and clients with friendly professionalism
Receive and process rent payments made via in person and by mail
Data entry/processing- enter new owners and tenants, distribute owner statements, assist with year end tax activities, enter new property listings in NWMLS and advertising outlets,
Occasionally assist Management with special seasonal projects, event planning, auditing of files and assist with other duties as assigned.
Qualifications
Able to effectively learn new software and protocols quickly and troubleshoot any common technology issues as they arise.
Possess strong attention to detail and maintain a high-level of accuracy with our document management systems.
Flexibility to assess, prioritize and act quickly to manage shifting responsibilities with efficiency and a sense of urgency.
Ability to become a licensed Notary Public and provide notary services for our Agents during business hours (at the company's expense).
Possess excellent phone etiquette, written communication and interpersonal skills.
Self-starting with the ability to perform tasks independently with little oversight.
Professional presentation in attitude and appearance.
3 year of customer service and data entry/document management is required.
Accounting knowledge preferred
Proficiency in Microsoft Office (Word, Excel) Adobe, and G Suite (Google Apps).
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