Corporate Administrative Assistant & Front Desk Receptionist

Join our family-oriented corporate office as an Administrative Assistant and Receptionist!

Be the first point of contact for our clients and make a lasting impression in a company built on strong values and teamwork. In this role, you'll play a vital part in supporting our experienced property management team, helping us provide excellent service and maintain a positive work environment.

We are searching for a long-term, highly organized and detail-oriented administrative professional to join our corporate property management team in the beautiful Madison Park neighborhood in Seattle, WA.

The ideal candidate will possess at least one year of experience in an administrative capacity within property management, demonstrating exceptional organizational skills, a keen eye for detail, and a positive, proactive approach to their work. The successful individual will thrive in a fast-paced environment, balancing a variety of tasks with poise and precision, while maintaining flexibility and strong communication across multiple channels. This role demands the ability to manage phone, email, a high volume of mail, and in-person interactions seamlessly, while providing crucial support to the team with diverse office and administrative responsibilities. A solution-oriented mindset, strong time management abilities, and the capacity to meet deadlines without supervision will be essential for success in this position.

Compensation: Fixed rate of $25.00 per hour.

Schedule: Monday-Friday 8:30am-4:30pm, In office, not remote.

Benefits: Medical, dental, and vision insurance (eligible after 90 days); 401(k) (eligible after 1 year); paid vacation (accrues during year one; 40 hours frontloaded at one-year anniversary, with further increases based on tenure); 10 paid holidays; paid sick leave accrued in accordance with Washington State and Seattle laws.

Skills & Qualifications

• At least 1-2 years of experience in an office or administrative capacity, with a strong emphasis on operational support.
• Must be able to physically walk 0.4 miles daily to pick up mail (0.2 miles each way), with or without reasonable accommodation.
• Professionalism when interacting with the public, tenants, staff members, and handling phone communications, maintaining a courteous and polished demeanor.
• Exceptional interpersonal and customer relations abilities, with expertise for building rapport and resolving inquiries efficiently.
• Strong verbal and written communication skills, with the ability to convey information clearly and concisely across various platforms.
• Proficient in key software tools, including Microsoft Office Suite (Excel, Outlook, Word, etc.), with the ability to manage documentation and communications effectively.
• Hands-on experience operating multi-line phone systems, managing inbound and outbound calls seamlessly, and experience processing high volumes of traditional incoming and outgoing mail.
• Punctual and dependable, with a track record of adhering to schedules and meeting deadlines.
• Highly organized and detail-oriented, capable of managing multiple tasks simultaneously without sacrificing accuracy.
• A proactive and motivated individual who thrives under pressure and is always ready to tackle challenges with a positive, solutions-oriented approach.
• Strong time-management capabilities, with a focus on prioritizing tasks and addressing urgent matters promptly.
• A friendly, approachable demeanor, contributing to a collaborative and positive workplace atmosphere.
• Receptive to feedback and committed to continuous improvement.

General Administrative Responsibilities

• Hospitality and Office Maintenance: Responsible for ensuring a welcoming environment by greeting guests, maintaining a tidy office, including the kitchen and conference room. Duties also include making coffee every morning, restocking restrooms with supplies, replenishing office supplies, watering plants, occasional dishwashing, and ensuring the kitchen is stocked with necessary items.
• Manage a multi-line phone system, directing inquiries to the appropriate team members, and regularly checking voicemail messages.
• Handle the receipt, open, sort, distribution, and proper routing of incoming communications, including high volumes of traditional mail, faxes and emails.
• Walk to shipping center to retrieve mail daily (0.4 miles round trip).
• Coordinate outgoing shipments, including preparing packages for Federal Express, UPS, and Certified Mail.
• Process and record tenant payments (checks) daily, including rent, housing, and laundry checks, ensuring accurate scanning and filing.
• Oversee tenant account collections, including follow-ups, documentation, and tracking.
• Input maintenance and service requests into the tracking system for timely resolution.
• Compile and generate regular operational reports, including weekly and monthly summaries.
• Provide general office support through scanning, filing, and entering data into internal systems.
• Track office supply inventory, placing orders and ensuring timely delivery and organization of materials.
• Manage the annual Q1 process of downloading 60+ tax returns and 150+ Schedule K-1s and distributing K-1 forms to investors via email.
• Take on additional tasks and responsibilities as needed by the team.
• IT Coordination & Troubleshooting:
• Administrator and Liaison for IT Tech Support, Leasing software, employee phone lines.
• Track, set up and check out IT equipment for employees, ensuring proper tracking and functionality.
• Troubleshoot and maintain office equipment to ensure operational efficiency (printer, postage machine, employee computers, emails, and phones).

We are an Equal Opportunity Employer and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other protected characteristic.

Applicants with disabilities may request reasonable accommodation in the hiring process.