Office Assistant

CLS Living's mission is to provide an unparalleled resident experience and workplace environment. We strive to create value through building a world-class team of passionate individuals, a commitment to a positive company culture, and delivering groundbreaking style and design. Each new day is an opportunity for growth as we invest in our team and our goals to remain a best-in-class organization. 

The success of the company is dependent upon the satisfaction of our residents. Our devoted staff maintains direct involvement in managing each of our properties and tending to their needs. 

The Job At-A- Glance:  

We are looking to add an Office Assistant, which will play a vital role in supporting the day-to-day operations of the property management office. The Property Management Office Assistant provides administrative support to property managers and ensures smooth operation of the property management office. This role involves a combination of administrative tasks, customer service, and basic property management functions. Here’s a comprehensive job outline for a Property Management Office Assistant: 

Administrative Support: 

• Answer Phones: Handle incoming phone calls, respond to tenant inquiries, and route calls to appropriate staff members. 

• Greet Visitors: Welcome tenants, vendors, and prospective tenants; provide information and direct them as needed. 

Manage Correspondence: Draft, proofread, and distribute emails, letters, and notices. 

• Maintain Office Supplies: Order and manage office supplies, ensure inventory is up-to-date and ordering supplies as needed. 

• Data Entry: Enter and update data in property management software (e.g., tenant information, lease details, maintenance requests). 

Relations: 

• Handle Inquiries: Address tenant questions and concerns in a professional and timely manner. 

• Schedule Appointments: Set up meetings, showings, and maintenance appointments for tenants and prospective renters. 

• Process Requests: Receive and process maintenance requests, ensuring they are logged and forwarded to maintenance personnel. 

Record Keeping and Documentation: 

• Maintain Files: Keep organized records of tenant leases, maintenance records, and other important documents. 

• Update Records: Ensure that tenant information, lease agreements, and payment records are accurate and up to date. 

• Assist with Reports: Prepare and assist with the creation of reports related to property management, such as occupancy rates and maintenance costs. 

 Property Management Support: 

• Lease Administration: Assist with lease renewals, applications, and move-ins/outs. 

• Coordinate Maintenance: Schedule and follow up on property maintenance and repair work. 

• Financial Tasks: Process rent payments, prepare invoices, and assist with billing and financial record-keeping. 

Marketing and Leasing: 

• Market Properties: Assist with marketing vacant properties, including creating listings and managing online advertisements. 

• Show Properties: Conduct property tours for prospective tenants and answer questions about the property and lease terms. 

The activities listed above may not be all inclusive. 

Essential Skills: 

• Communication: Excellent verbal and written communication skills. 

• Customer Service: Strong interpersonal skills and a commitment to providing outstanding service. 

• Organizational Skills: Ability to manage multiple tasks and stay organized in a fast-paced environment. 

• Technical Proficiency: Familiarity with office software (e.g., Microsoft Office Suite) and property management software (e.g., Entrada, Yardi, AppFolio). 

Here's the stuff we are looking for in the individual who wants to join our team: 

You thrive on sharing your knowledge and creating a better future for CLS Living. You are the number one Ambassador of the CLS Living Culture and Vision within your Community. Personal drive to be the best you can be and want to grow within the company.  

• Education: High school diploma or equivalent; some college education or relevant certifications are a plus. 

• Experience: Previous administrative or customer service experience is preferred, particularly in property management or real estate. 

CLS Living is very proud to be recognized as a certified Great Places to Work company. 

CLS Living is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, genetic information, arrest record, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.