Executive Assistant, Property Management

Summary & Objectives  

As the Executive Assistant to the Senior Property Manager at Coastline Equity, you will play a pivotal role in managing a portfolio of properties to the highest standards. This position is ideal for an organized, proactive individual who thrives on collaboration and excels in customer service. You will provide critical support to the Senior Property Manager, ensuring that all operations, projects, and processes are executed efficiently and effectively. Your role will be crucial in resolving tenant issues promptly and empathetically, anticipating potential concerns, and supporting the Senior Property Managers. This is an opportunity to join a dynamic team where your ability to thrive in customer service and manage day-to-day operations will directly contribute to the success of the company and the satisfaction of our tenants. 

*Only applicants from Mexico will be considered.

Key Responsibilities & Functions  

1. Tenant and Vendor Relations: Maintain positive relationships with tenants, vendors, and stakeholders through effective communication and exceptional customer service. 
2. Portfolio Oversight: Assist the Senior Property Manager in managing the portfolio holistically, ensuring all properties meet company and client standards. 
3. Project Management: Help prioritize, track, and complete major projects, ensure inspections our on schedule, while adhering to company deadlines. 
4. Workflow Optimization: Monitor project progress, track work orders, and ensure timely closure of all tasks. 
5. Calendar and Scheduling: Manage the Senior Property Manager’s calendar, scheduling meetings, inspections, and other key activities. 
6. Operational Support: Ensure delinquency calls, reports, and routine audits are completed, and communication flows seamlessly across teams. 
7. Process Adherence: Monitor processes to ensure compliance and completion, identifying and addressing any gaps proactively. 
8. Strategic Assistance: Actively support the Senior Property Manager in reviewing portfolio-wide performance and implementing continuous improvements. 
9. Software Literacy: Utilize the AppFolio platform for property management tasks, ensuring smooth operation of day-to-day duties. 

Skills & Competencies 

• Growth Mindset: A candidate who embraces challenges, sees opportunities for improvement, and is excited to contribute to the company’s overall growth and success. 

• Stress Management: The ability to handle stressful situations, emergencies, and tenant concerns with a positive, solution-oriented approach. 

• Problem Solving: A mindset that views challenges as opportunities to improve processes and deliver better results.

• Proactive Communication: A strong focus on communication, especially through phone calls, is critical.

• A self-starter with a strong work ethic who can juggle multiple tasks and prioritize effectively. 

• Advanced English is required. 

• Proficiency in MS Office and Outlook.  
• The ideal candidate is tech-savvy, with a strong ability to learn and adapt to new software.

• Strong organizational and time management skills with the ability to handle multiple priorities effectively. 

• Exceptional communication skills, both written and verbal. 

• A collaborative mindset with a passion for providing excellent service. 

Pay rate: $6 - $8 hourly

Completely remote opportunity

Excellent Workplace Culture