Job Description: The Administrative Assistant is responsible for providing comprehensive administrative and operational support to the Real Estate, General Insurance and Concierge operations of the company, inclusive of managing the client-company experience, invoicing, appointment scheduling, drafting corporate-level communications and execution of in-house business development projects.
Responsibilities:
- Support CEO with Real estate and other business development projects and opportunities throughout the Rock Sound Properties (1976) Limited group of companies:
- Assist CEO in managing personal schedule, client relations, coordinating meetings, etc.
- Assist with Real Estate Listing, Data collection/Entry and Sales Transactions
- Communicate with clients, tenants and visitors in a professional and courteous manner.
- Provide assistance with inquiries and requests from clients, tenants, and visitors.
- Select, transact, coordinate and arrange services such as provisioning, delivery, transportation, dining reservations, and event tickets as needed.
- Assist in business development, new software and platform development
- Assist in building the team as business grows
- Invoicing Related to Real Estate:
- Generate and process invoices in Quickbooks accurately and in a timely manner.
- Ensure payments are received in full in a timely manner and accurately applied in Quickbooks.
- Liaise with the in-house realtor and accounting department to ensure accurate and timely billing and payment processing.
- Making Call-Backs:
- Follow up on inquiries and requests via appropriate medium (i.e. phone, email, WhatsApp, etc) promptly and professionally.
- Schedule callbacks to address any unresolved issues or to provide additional information.
- Relations with Tenants and Property Management:
- Serve as a primary point of contact for tenants regarding lease agreements, short-term rentals, maintenance requests, and general inquiries.
- Manage Book Calendars, check-in and checkouts, property prep and guest relations
- Foster positive relationships with tenants by addressing concerns promptly and effectively.
- Ensure monthly tenant statements reflect accurate account balances.
- Distribute monthly tenant statements in a timely manner
- Insurance Liaison:
- Assist with developing and promoting the Insurance Business.
- Setting Up Appointments:
- Manage calendars and schedule appointments for CEO and CFO
- Coordinate meeting logistics and send reminders to all parties involved.
Requirements:
- A high school diploma or equivalent, as well as additional certification in office administration or real estate, is advantageous.
- Proven experience in administrative support roles, preferably in the customer service field and real estate industry.
- Excellent communication skills, both written and verbal.
- Proficiency in Quickbooks and Microsoft Office suite is preferred.
- Strong organizational and multitasking abilities, with keen attention to detail.
- Ability to work independently and prioritize tasks effectively in a fast-paced environment.