PrideStaff is currently seeking an Office Administration Representative.
Position Responsibilities:
Administrative : You don't like micromanagers (we don't either!), you're dependable, and you manage your time & tasks like an all-star because getting things done isn't business... It's personal!

• Assistant to the CEO & perform administrative tasks for leadership staff

• Align calendars, schedule appointments, meetings, video + conference calls
• Prepare meeting agendas, record notes tasks & circulate meeting minutes
• Attend meetings with Encore leadership (Represent leadership if/when needed)
• Develop + maintain office supply, stationery, perishables inventory & ordering system
• Greet visitors, answer phones, take + deliver messages, copy, scan & email tasks
• Create + distribute professional written comms (Gmail, Word, PowerPoint, PDF)
• Create, prepare, and assemble branded presentations (Word, PowerPoint, PDF)

• Curate, organize, file, and maintain electronic & hard copy record-keeping
• Follow-up, task, and deadline adherence reminders

Tenant, Client, Customer Support : You're awesome at helping people & know the value of quality support. You are swagger with a side of relationship-building & interpersonal skills (Just like us)!

• Build professional relationships & establish rapport with current & prospective tenants.
• Professional written & verbal communication with clients, tenants, vendors, contractors
• Field tenant grievances, suggestions, and property concerns & notify the property manager.
• Create + distribute tenant communications
• Coordinate internal departments with phone, email, and in-person inquiries
• Create electronic tenant maintenance request tickets + notify the property manager
• Reply to + coordinate property management & maintenance emails

• Defuse & resolve difficult phone, email, and in-person interactions

Operations : Adopt, improve, and execute day-to-day administrative and coordinating tasks to support operations

• Create new tenant/lease profiles on the property management platform
• Prepare + distribute tenant leases or amendments via PDF e-sign and/or email
• Create effective SOPs and "How To's" (Internal & external)
• Help develop, document, distribute & enforce operational procedures

• Perform basic bookkeeping, process AR, queue AP, and create invoices (QuickBooks, Word, PDF, Excel)

Cross-functional Support + Coordination : You like winning (we d,o too!), so you're a value-added team contributor with problem-solving skills and unparalleled dependability! Cross departmental support is invaluable, our MVP's get things done in each line of business.

• Effective cross-departmental communication with management & personnel
• Assist in activating marketing strategies, tenant relations, and internal implementations.
• Helped manage social media accounts with content, posts, and strategy implementation.s
• Collaborate on projects and assume tasks & responsibilities in support of team objectives.s
• Cross-departmental liaison to subcontractors, clients, tenants & service providers
• Maintain internal databases, property management & construction platforms
• Record AR/AP, security deposits, and fees in the electronic property management platform
• Help record + reconcile construction projects in the accounting platform (data entry)
• Help create & update task board(s) on the project management platform
• Prepare and trigger communications such as rent increases, delinquency, violation notices, W9s, construction agreements, waivers, job cost proposals, etc.
• Assist in recruiting and onboarding new team members
• Occasional site visits to best understand and support our properties, projects & services

Reporting : Are you analytical? Use intuition & experience to transform data into information. Are you nodding yes? Consider yourself reporting royalty!

• Prepare weekly/monthly property management reports (Aging AR/AP, P&L, Rent Roll)
• Prepare weekly/monthly construction project reports (Aging AR/AP, P&L)
• Conduct research, collect data, and prepare findings in a professional manner
• Assist in report preparation, data input, and accuracy assessment

Minimum Qualifications : High school diploma, GE,D or industry-related certification - bachelor's degree preferred
2 years of Administrative or Office Coordinator experience
1 year of Property Management, Real Estate management,t or related experience
Demonstrable use of electronics: Computer, smartphone, computer, printer, copier
Disciplined follow-up, deadline adherence & attention to detail
Exceptional organizational, time & task management skills (impressively good)
Excellent MS Office suite proficiency: Word, PowerPoint, Excel (really good)
Excellent written verbal communication & customer service skills (really good)
Ability to manage a variety of tasks independently & within team settings
Fluency in basic mathematical and accounting principals
Google Drive, Gmail, adobe software experience
Must have a smartphone with data plan/WIFI capabilities
Professional, well-kept appearance & workplace etiquette
Valid driver's license & current auto insurance
Preferences: Bachelor's Degree in Business Administration, Accounting, Finance or similar certification(s)
3+ years of Administrative or Office Coordinator experience in Property Management

• Experience in process development & workflow refinement

Financial acumen

• High-level accounting principles & AR/AP bookkeeping fluency
• Financing & banking fundamentals

Exceptional MS Office suite proficiency; Word, PowerPoint, Excel (Outstanding)
Project management and software experience: ClickUp, Trello, Jira, Monday...
Competencies
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and upholds organizational values.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
Physical Demands :
Required to stand, walk, sit, bend, and reach
Occasional exposure to outside weather conditions
Compensation / Pay Rate (Up to): $50.00 - $55.00