Executive Administrative Assistant

• Manage landlord and tenant communications, including email sequences, monthly reminders, renewal notices, move-in/move-out instructions, and contractor appointment notifications
• Track lease expiration dates, renewal timelines, break-lease fees, outstanding payments, and other important property management deadlines
• Maintain organized property records in Rentvine, including leases, insurance documents, utility details, appliance information, filter specifications, and service account access
• Coordinate landlord onboarding, collect property information, manage required forms, and ensure authorized access to home warranty and other service accounts
• Develop and maintain standardized checklists, fillable forms, walkthrough reports, key handover instructions, and property inspection documentation
• Coordinate property inspections, including move-in, move-out, six-month, and annual walkthroughs, and track follow-up actions and maintenance needs
• Set up automated communications, recurring reminders, air filter deliveries, and follow-up sequences to improve operational efficiency
• Monitor rent payment status, notify relevant parties of overdue payments, and route financial inquiries to the appropriate team member
• Track landlord and agent referrals, applicable credits, property fees, and other administrative records
• Coordinate tenant communications regarding building newsletters, mandatory inspections, mail forwarding, cleaning requirements, and property policies
• Maintain organized property management workflows and ensure important lease terms, deadlines, and instructions are easy for the team to access
• Use Google Workspace, Follow Up Boss, Asana, and property management software to manage records, communications, and administrative tasks

• Experience in property management administration, lease coordination, real estate support, or a similar administrative role
• Strong organizational skills and attention to detail when handling property records, leases, and deadlines
• Excellent written communication and follow-up skills for coordinating with landlords, tenants, and service providers
• Experience with Google Workspace, spreadsheets, task management systems, and CRM platforms
• Ability to create checklists, forms, email templates, and standardized administrative procedures
• Comfortable managing recurring tasks, tracking multiple properties, and improving existing workflows
• Experience with Rentvine or Follow Up Boss is an advantage

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