ADMINISTRATIVE ASSISTANT (4273)

2350 Schoenersville Road, Bethlehem, PA 18017
(P) 610-432-8191 | (F) 610-432-8193 | Hr@postroadmgmt.com

Job Title: Administrative Assistant

Full-Time | Non-Exempt

Location: On-Site- Pittsburgh Area

Our Core Values

Loyal | Responsive | Problem Solver | Positive | Caring

Position Overview

Administrative Assistant provides administrative and operational support to the property management team. Helps ensure the day-to-day operation of assigned communities. This position serves as a primary point of contact for residents, vendors, and prospectives tenants while assisting with leasing support, document management, accounts receivable, scheduling, and general office administration. The ideal candidate is organized, customer service driven, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Provide administrative support to Community Managers, Regional Managers, and the corporate office.
• Answer and direct incoming phone calls, emails, and walk-in inquiries in a professional and courteous manner.
• Greet residents, prospective tenants, vendors, and visitors while providing exceptional customer service.
• Maintain organized electronic and paper filing systems for tenant, vendor, and property records.
• Prepare, process, and distribute correspondence, notices, reports, and other property-related documents.
• Assist with lease administration, including preparing lease documents, renewals, notices, and move-in/move-out paperwork.
• Maintain accurate resident files and ensure all required documentation is complete and compliant.
• Schedule appointments, inspections, meetings, and property tours as needed.
• Coordinate maintenance requests by entering work orders, tracking completion, and communicating updates to residents.
• Assist with vendor coordination by scheduling services, processing invoices, and maintaining vendor documentation.
• Support accounts receivable and payable functions, including processing invoices, collecting documentation, and assisting with rent payment records.
• Monitor office supplies and order inventory to ensure uninterrupted office operations.
• Prepare reports, spreadsheets, and presentations using Microsoft Office and property management software.
• Maintain calendars and assist with scheduling for management staff.
• Assist with onboarding new employees, maintaining personnel files, and coordinating HR-related administrative tasks when applicable.
• Ensure resident and company information is handled confidentially and in accordance with company policies.
• Support marketing efforts by maintaining property listings, preparing promotional materials, and assisting with resident events.
• Assist with compliance documentation, audits, and record retention requirements.
• Process incoming and outgoing mail and manage document distribution.
• Maintain cleanliness and organization of the leasing office and common administrative areas.
• Perform additional administrative duties and special projects as assigned by management.