Administrative Assistant (Hybrid | 30 Hours/Week | Benefits Eligible)

About the position Ad-West Realty Services, Inc. is a professional, full-service property management company specializing in managing affordable housing apartment communities in Washington, Oregon, and Nevada since 1986. They are a small, people-oriented company with a professional but casual, family atmosphere, committed to providing excellent and integrity-backed service. This role will help keep the corporate office running smoothly and support multiple departments with day-to-day administrative needs. It is an opportunity for someone early in their career to learn property management and grow into a more advanced administrative role.

Responsibilities

• Process administrative requests from multiple departments
• Prepare legal notices using various templates
• Oversee incoming and outgoing mail
• Assemble and distribute the monthly financial reports
• Organize inventory and order supplies for the corporate office
• Prepare monthly reimbursement invoices and distribute them to applicable team members
• Supporting audit and budget preparation by collecting requested items, organizing trackers, and maintaining checklists.
• Supporting renewals and organization of management documents, including tracking expiration dates and updating files.
• Managing management fees and deposits, ensuring accurate documentation and timely follow up
• Maintaining and updating property records and management documents in Notion and SharePoint.
• Providing general administrative support to the accounting and property management teams (scheduling, document prep, data entry, and follow up).
• Assist the Administrative Manager with special projects

Requirements

• Basic computer skills and comfort with Office 365 (Word, Excel, Outlook); able to learn new tools like Notion and RealPage with training.
• Accurate data entry and document handling, with strong attention to detail and a habit of double checking numbers, dates, and names.
• Comfort working with checklists, trackers, and spreadsheets to support audits, budgets, and monthly reports.
• Strong organizational skills: can keep digital files, email, and tasks organized and easy to find.
• Reliable and consistent: follows through, meets deadlines, and communicates early if something is delayed.
• Curious and willing to learn, open to feedback, interested in understanding the “why” behind tasks, and able to grow into more complex responsibilities over time.
• Clear and professional communication in email and in person; comfortable asking clarifying questions instead of guessing.
• Team oriented and respectful; comfortable supporting both the accounting team and property management team.
• Positive, steady attitude with the ability to handle multiple tasks without getting flustered; uses lists/calendars to stay on track.

Nice-to-haves

• Experience supporting a team, managing administrative tasks, coordinating schedules, maintaining records, or providing customer service is preferred.
• Experience with property management, affordable housing programs, accounting, or banking is beneficial but not required.
• We value potential, work ethic, and a positive attitude as much as direct experience and are willing to train the right candidate.

Benefits

• Health insurance for eligible employees who work 30 or more hours per week consistently
• 401k
• Hybrid work options (office/home)
• 2 weeks vacation/1 week sick accrued PTO
• 13 Paid Company Holidays