Administrative Assistant

We are looking for a proactive and detail-oriented Administrative Assistant to join our Property Management and Process Improvement team. This role will support multiple areas of the business, assisting with administrative tasks across property operations, landlord coordination, utility setups, inspections, and customer support. The ideal candidate will enjoy working in a dynamic environment, collaborating with various teams and helping ensure smooth day-to-day operations.

Key Responsibilities

This is a support role, providing assistance to the teams and individuals responsible for each area below.

Landlord Requests & Maintenance Coordination

• Assist in drafting and validating service and purchase requests.
• Help ensure requests follow documentation standards and include necessary media (photos/videos).
• Support in tracking request status and communicating with relevant teams.
• Coordinate access to properties for maintenance or inspection.

Email Management & Process Support

• Monitor shared inboxes and assist in responding to emails related to inspections, property access, and service needs.
• Help schedule inspections and ensure access logistics are in place.
• Redirect specific communications to internal departments, such as the CX team.

Property & Utilities Support

• Assist in updating property data and control spreadsheets.
• Support with utility setups and follow-ups (bins, energy, gas).
• Help resolve internal tickets and liaise with suppliers when necessary.
• Assist customers with utility-related issues and app registration.

Furniture & Appliance Requests

• Help analyze requests and schedule inspections for item condition checks.
• Assist in opening purchase requests as needed.

Data & Quality Monitoring

• Support the analysis of property conditions using internal tools and inspection data.
• Help identify areas for service improvement and support ongoing projects.

Requirements

Essential:

• Experience in an administrative or operations support role (property or customer service is a plus).
• Strong organizational and multitasking skills.
• Excellent communication in English (spoken and written).
• High attention to detail and process compliance.
• Comfortable using Excel and platforms such as Pipefy, Fixflo, Hive, and Freshdesk.
• Ability to work independently and as part of a team.