Property Management Administrative Assistant

About Flow Property Management
We are a small residential Property Management Business. We are supportive, innovative, and fast-paced. We manage over 200 apartments that are scattered throughout Northern Kentucky and Cincinnati.

Our Mission: To provide stability and steadiness to the lives of our residents, our team members, and our property owners.

Position Overview:
The Administrative Assistant plays a vital role in supporting the daily operations of our property management company. This position serves as a key point of contact for residents, team members, and external partners, ensuring seamless communication and efficient task execution. The ideal candidate is organized, detail-oriented, and thrives in a fast-paced environment. They will oversee administrative tasks such as onboarding residents, managing lease documents, coordinating maintenance requests, and ensuring compliance with company policies. With a focus on delivering exceptional customer service, this role is essential in fostering positive relationships and maintaining the operational excellence of the properties we manage.

Key Responsibilities

Communication & Coordination:
Act as a liaison between residents, contractors, and the management team.
Communicate effectively via phone, email, and text with all stakeholders.
Inform residents about entry for services (e.g., pest control, maintenance, contractors).

Resident Onboarding & Lease Management:
Onboard residents for new properties, including lease documentation.
Create and update move-in inspection forms.
Manage resident lease renewals and send renewal letters.
Assist in creating and distributing resident notice letters.

Payment & Insurance Processing:
Process resident payments and follow up on delinquencies.
Manage and monitor renter’s insurance enrollment compliance.

Maintenance Requests:
Enter maintenance requests reported by residents into the system.
Follow up with contractors to ensure timely issue resolution.

Utility & Service Setup:
Set up and manage utility services for properties.

Administrative Support:
Attend daily company meetings and training sessions.
Prepare and manage company documents and resident correspondence.
Maintain organized and up-to-date resident and property files.

Compliance & Processes:
Manage delinquency processes for overdue rent and enforce compliance policies.
Ensure all processes comply with local, state, and federal regulations.

Qualifications:
Required Experience:
• Minimum of 3 years of property management experience.
• Preferable experience with property management software, including:
o Rent Manager
o Property Meld
• Familiarity with lease agreements, resident onboarding, and property management processes.

Required Skills:
• Communication Skills: Exceptional verbal and written communication skills for interacting with residents, contractors, and team members. As verbal communication is such a large part of this job, with your application please include an audio recording of yourself either introducing yourself, or teaching a process, i.e. a Loom video that you’ve previously created.
• Organizational Skills: Strong ability to prioritize tasks, manage multiple deadlines, and maintain accurate records.
• Technical Proficiency:
o Proficient in using Microsoft Office Suite (Word, Excel, Outlook).
o Experience with online portals for payment processing, maintenance tracking, and utility setup.
• Problem-Solving Skills: Ability to troubleshoot and resolve issues efficiently, particularly in maintenance and resident relations.
• Attention to Detail: Ensure accuracy in resident files, payment processing, and compliance with regulations. When you apply please include your resume and please reference the keyword phrase “Love the Cov” in your headline.

Attributes:
• Customer Service Orientation: Dedicated to providing outstanding support to residents and team members.
• Adaptability: Comfortable working in a fast-paced environment with evolving priorities.
• Professionalism: Maintains confidentiality, demonstrates reliability, and upholds company values.
• Team Player: Collaborates effectively with internal teams and external vendors.
• Self-Motivated: Takes initiative and demonstrates a proactive approach to completing tasks.
Schedule:
Monday-Friday 9:00a.m.-5:00p.m.
Note: All hours are in Eastern Standard Time (EST).
Benefits:
• Competitive salary
• 13th Month Pay
• Paid Holidays and Paid Time Off and Paid Sick Time
• Opportunities for professional growth and development
Apply now and be part of the Flow Property Management family!

Company Culture at Flow:

We have a few core values at Flow Property Management that summarize our culture and our team makeup.

Prioritization: Faith, Family and Friends come first.

Communication: We communicate professionally, candidly, and consistently.

Humility: We want each other to succeed.

Grit: We navigate challenges with courage, resolve, and strength of character.