- Job Title: Admin Assistant - AppFolio Property Management Software
- Role: ONSITE / M-F / 9 AM - 6 PM / NO HYBRID Schedule
Job Description: We are seeking an experienced and detail-oriented Admin Assistant to support our team in managing and optimizing our property management platform, AppFolio. The ideal candidate will have a minimum of 5 years of experience with AppFolio or similar property management software and will be responsible for overseeing its full implementation. This includes ensuring that all features are enabled and utilized effectively to streamline our operations.
Key Responsibilities:
AppFolio Administration:
- Serve as the primary administrator for AppFolio, configuring and maintaining all features to support leasing, tenant management, and property operations.
- Conduct regular audits of system settings, user roles, templates, and workflows to ensure accuracy and compliance.
- Troubleshoot issues and liaise with AppFolio support for resolutions.
Tenant Onboarding and Offboarding:
- Oversee smooth tenant transitions, including lease execution, communication, and move-in/move-out procedures.
- Review and process rental applications, ensuring compliance with company policies and local regulations.
Leasing Management:
- Manage leasing tasks such as vacancy postings, lease renewals, and tracking key dates.
- Coordinate tenant communications and ensure timely responses.
Reports and KPIs:
- Generate detailed reports for property owners and managers, including leasing performance, financial trends, and operational insights.
- Develop and monitor Key Performance Indicators (KPIs) for agents, owners, and team accountability.
Agent Scheduling and Calendar Management:
- Oversee agent schedules, appointments, and tasks to ensure efficient time management.
- Maintain updated calendars and ensure proper coordination for showings, inspections, and meetings.
Meeting Minutes and Documentation:
- Attend and document all relevant meetings, ensuring comprehensive minutes are recorded.
- Distribute meeting minutes promptly and track action items and follow-ups.
Office 365 Proficiency:
- Leverage Office 365 tools, including Excel, Word, and Outlook, to enhance productivity and manage workflows.
- Create and maintain detailed spreadsheets in Excel for tracking, reporting, and analysis.
- Draft, format, and organize professional documents in Word for internal and external communication.
Training and Support:
- Train staff on AppFolio features and ensure proper utilization of the platform.
- Provide ongoing support to agents, managers, and staff for software-related inquiries.
Process Optimization:
- Analyze current workflows and identify opportunities for automation or improvement.
- Implement standardized procedures for leasing, property management, and tenant communication.
Property Operations Management:
- Manage operational tasks such as rent collection, maintenance requests, and tenant satisfaction initiatives.
- Ensure that all property and tenant data is accurate and up-to-date in the system.
Qualifications
Experience:
- Minimum 5 years of hands-on experience with AppFolio or similar property management software (e.g., Yardi, Buildium).
- Demonstrated expertise in property management workflows, leasing, and tenant lifecycle processes.
Technical Skills:
- Proficiency in Office 365, including Excel, Word, and Outlook.
- Advanced Excel skills for creating and managing spreadsheets, formulas, and data analysis.
- Strong Word skills for drafting, formatting, and editing professional documents.
- Proficiency in AppFolio setup, customization, reporting, and automation.
- Ability to create and monitor performance metrics and actionable insights.
Soft Skills:
- Exceptional organizational skills and attention to detail, especially when recording meeting minutes.
- Strong communication skills for collaborating with teams and managing tenant interactions.
Education:
- Bachelor's degree in Property Management, Business Administration, or a related field (preferred but not required).
Attributes:
- Detail-oriented, proactive, and results-driven.
- Commitment to maintaining efficient workflows and ensuring accountability.