Job Description

Position Summary:  

The Administrative Assistant is responsible for managing multiple business office operations for a growing property management company with locations throughout the Southeast and Texas.

Job Duties & Responsibilities:  

• Assists leadership and team members with various projects to improve company processes, including but not limited to documenting such standard operating procedures and testing such procedures; 
• Assists leadership and team members with various company processes, including but not limited to, lease audits, payment authorization audits and title transfers; 
• Assists with running reports for investors, lenders and performance evaluations; 
• Manages the maintenance of office equipment including repairs, cleaning and maintenance; oversees ordering of new office equipment as necessary upon appropriate approval from the company president;
• Provides administrative support to assist the company president and staff members as needed with duties such as, but not limited to, answering phones, sorting and distributing mail, and preparing various documents;
• Accurately maintains office files according to appropriate record-keeping guidelines and/or established policies and procedures;
• Manages the inventory of various office supplies and company uniforms; orders new supplies and uniforms as needed; 
• May assist in the recruiting, interviewing, hiring, and training of new employees;
• In conjunction with the President and Director of Operations, assists in the oversight of the daily workflow of the department; 
• May handle or assist with discipline and termination of employees in accordance with company policy; 
• May assist in processing bi-weekly payroll;   
• Performs other duties as assigned.

Required Qualifications:  

• Associates degree or equivalent work experience required;
• Minimum of 5 years of administrative and clerical office experience required; 
• Previous experience in real estate or property management is required; 
• Experience using property management software is required; 
• Proficient in Micosoft365 or related software; 
• Extensive knowledge of office management procedures and business reasonableness; 
• High level of customer service and interpersonal skills; 
• Excellent organizational skills and attention to detail; 
• Strong supervisory and leadership skills; 
• Ability to function well in a fast-paced ambiguous environment; 
• Proven time management skills with the ability to meet deadlines.

Work Environment:  

The work environment features below are representative of those an employee meets while performing the essential functions of the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position is in a professional office environment. The person in this role will routinely use standard office equipment such as computers, phones, printers, copiers, and filing cabinets. This position is classified as exempt, and may require work outside of normal core business hours (8 am to 5 pm) as needed.

Physical Demands:   

The physical demands below are representative of those that must be met by an employee to effectively perform the essential functions of the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The person in this position may require sitting or standing for long periods of time and lifting up to 25 pounds. 

Ivie Lane is an equal opportunity employer committed to diversity, equity and inclusion in the workplace.

This job description is a general summary of typical functions of the position and should not be construed as an exhaustive list of position duties, requirements, responsibilities, and/or skills. Nothing contained herein restricts the Company’s rights to assign or reassign responsibilities and duties to the position at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.   

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