Management Assistant Job Description: Top Duties and Qualifications

Your job description is the first touchpoint between your company and your new hire. With millions of people searching for jobs on Indeed each month, a great job description can help you attract the most qualified candidates to your open position. To get you started, here are some tips for creating an effective job description.

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Management Assistant job title

A great job title typically includes a general term, level of experience and any special requirements. The general term will optimize your job title to show up in a general search for jobs of the same nature. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. And if your position is specialized, consider including the specialization in the job title as well. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking.

  • Assistant Manager
  • Management Trainee
  • Office Assistant Lead
  • Assistant (Human Resources)
  • Management Assistant (w/MS Office proficiency)
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Management Assistant Job Description Examples:

 

Example 1

Residential Property Management Assistant Are you ready to take your career to the next level? We have an exciting opportunity for a property management assistant to join our growing real estate business. This job is NOT for someone who needs constant supervision, feedback, and direction. You will be given training and then be expected to launch yourself from there. You must be an extremely organized go-getter who can manage your time and create a workflow to make things run smoothly. This role will be a combination of property management and administrative duties that will help keep the daily operations of the business running smoothly. We are looking for someone who is a great communicator, has an excellent phone and computer skills, and is ready to work in a fast-paced small team environment. We offer a great laid-back working environment, weekly team-building meetings, and a creative, fun atmosphere. If you’re ready to grow your career, come grow with us! Compensation: $40,000 - $50,000 yearly Responsibilities: Facilitates resident move-ins/move-outs by negotiating leases, collecting security deposits, and processing applications to ensure a smooth process Coordinate repairs and renovations for tenants in a timely manner and to their satisfaction Show units and generate excitement from prospective tenants to ensure all units are leased in a timely manner Daily live answering of inbound calls and following up by phone with various leads Weekly proper scanning and filing of documents digitally and physically Regular scheduling or various cleaners, stagers, and photographers Administrative duties like deal paperwork, replying to emails, being the exec gatekeeper, and others as comfort allows Assistance with direct mail (printing, organizing, and coordinating dozens of mail pieces) and other marketing channels Attending various job sites to take photos, post notices, review progress, etc. Qualifications: Ability to use computer programs such as Microsoft Office Flexibility in schedule to include working some evenings and weekends Great with people– warm, friendly, and helpful in person and on the phone 2-3 years experience related to property management or administrative work is preferred Used to handling private information and meeting hard deadlines Prior experience in real estate is a bonus Positive attitude, to learn/grow with us Strong verbal and written communicator Very tech-savvy, good with computers, phone apps, online software (Dropbox, Gmail, texting) Strong attention to detail Fast learner and ability to work quickly, completing a number of tasks in a short amount of time Access to a vehicle and some flexibility in working hours About Company We are a private real estate investment company that began in [phone number]In the past year, we have focused on strategically growing our business and team. Our mission is simple: to enhance the communities we work in and the lives we touch. We assist sellers by buying distressed properties that need work, rehab the properties, and then sell (or rent) to new families providing a bright new home in the neighborhoods where we work. We also have an in-house property management arm to our business where we manage over 75 units across the GTA. Check out our company websites:

Example 2

Terra Property Management Ltd in Vancouver is seeking an enthusiastic and customer service driven On-Site Coordinator / Property Manager Assistant. This position is responsible for providing excellent customer and administrative services to our tenants, members, clients and vendors, in a keen and passionate manner to the properties that he or she is assigned to, and you will report directly to your Property Manager of the buildings assigned. You will be a self-starter who takes initiatives and are proactive on tasks assigned and beyond. Other than day-to-day responsibilities, you are a great liaison and a people-person who is capable in providing exceptional customer service and efficiently delivering on administrative tasks assigned to you. Most importantly, your ability to manage time, multi-task, learn new tasks in a quick and efficient manner, and delivering services in a customer service oriented fashion, are crucial to this position. *Responsibilities: * _General and Administrative Services: _ * General inquiries from tenants, members, vendors and providing required service in a professional and prompt manner * Prepare property management correspondence as required and directed by your property manager * Maintain contacts lists (tenant/members, vendors, Board of Directors) * Calculating housing charges for residents living in subsidized &;rent-geared-to-income&; (RGI) units (non-profit housing, a housing co-operative, or housing managed by BC Housing) * Administration of Home Owner Grants * Accounts Payable responsibilities including receipt of invoices, required review and coding of expense * Arrears collection and arranging for payment plans and required follow ups * Prepare member / tenant occupancy agreements / tenancy agreements & subsidy applications * Assist with preparation of monthly property reports * Complete additional duties as assigned _Maintenance and Repair Services: _ * Receive and respond to member/tenant requests for repairs * Coordination and scheduling of contractors, maintenance and repairs, ordering maintenance and janitorial supplies, providing contract lists to all departments * Issue work orders to vendors prior to work commencing * Arrange for qualified personnel to deal with emergencies as required and directed by your property manager * Maintain annual maintenance calendar as required and directed by your property manager * Conduct building routine inspections as required and directed by your property manage * Arrange for routine building and equipment repairs as required and directed by your property manager * Arrange for snow removal and landscaping maintenance as required and directed by a property manager * Arrange and escort annual fire-inspection contractors and remedial work as required and directed by a property manager * Arrange for repairs as required and directed by a property manager on member/tenant turnover * Provide access to contractors and vendors as required and directed by a property manager * Carry out move-in/move-out inspections as required and directed by a property manager * Work with building caretaker were required * Complete additional duties as assigned *Required Education, Skills and Qualifications* * Minimum 2 years related experience in office administration, preference will be given to those with property management experience * Experience with working with or living at a non-profit housing and or cooperative housing property is an asset * Skilled in the use of computers, MS Office software and other technology * Strong work ethic and can work independently and as a team * attitude, self-motivator and have the ability to multi-task * Must have reliable vehicle and a valid Class 5 BC Driver's License * Post-secondary education is an asset * Other required attributes include compassion, honesty, respect and teamwork Job Types: Full-time, Permanent Salary: per year Benefits: * Dental care * Extended health care * Vision care Schedule: * Monday to Friday Experience: * property administrator: 2 years (preferred)

Example 3

A Management Company located in the Vancouver area is seeking an outgoing individual with Strata Manager experience to join and grow with their dynamic team. This is a permanent, full-time Receptionist/Strata Manager Assistant position with the ability to grow within the company. The ideal candidate will have experience in Strata Management and will be dedicated to providing superior service to our clients. include (but are not limited to): * Organizing mail; * Corresponding with Clients, Realtors, Lawyers and Notaries; * Answering phone calls and helping clients with questions; * Form F&B’s; * Mail outs of minutes, AGM and SGM packages; * Scanning filing; * Updating the database; * Preparing for AGM and SGM for Strata Managers. The applicants must excel in the following skill sets: * Strong verbal and written communication skills; * Strong attention to detail; * Proven ability to multi-task in a large volume, fast paced environment; * Has a “do what it takes” attitude to meet tight deadlines and be contributing member in a team environment; * Proven efficiency in Excel and Word. Our company provides a supportive environment and the opportunity for growth. Only those selected for an interview will be contact. No phone calls please. Job Types: Full-time, Permanent Salary: per year Benefits: * Extended health care * On-site gym Schedule: * 8 hour shift * Monday to Friday Education: * Secondary School (preferred) Experience: * administrative assistant: 1 year (preferred) * receptionist: 1 year (preferred) Work remotely: * No

Management Assistant job summary

A great job description starts with a compelling summary of the position and its role within your company. Your summary should provide an overview of your company and expectations for the position. Outline the types of activities and responsibilities required for the job so job seekers can determine if they are qualified, or if the job is a good fit.

Example of a Management Assistant job summary

Our production plant is looking for a management assistant to round out our management team. The successful candidate will assist the plant manager in everyday operations, especially in facilitating communication with Spanish-speaking employees. It’s essential to have excellent computer, communications and organizational skills. You must have a driver’s licence in good standing, and any experience in production or manufacturing is a bonus. That goes for a background in payroll and human resources as well. Tasks you’ll help the manager with include purchase ordering, product selection and human resource managing such as setting employee schedules and assigning tasks to team members. We also offer a management development program, so we’re looking for people who aspire to become managers one day.

Management Assistant responsibilities and duties

The responsibilities and duties section is the most important part of the job description. Here you should outline the functions this position will perform on a regular basis, how the job functions within the organization and who the job reports to.

  • Act as an interpreter of sorts between English and Spanish speakers; translate written and email communications from English into Spanish
  • Help in a large degree with management of Spanish-speaking employees, answering their questions and giving them assignments
  • Perform basic human resources tasks such as employee shift scheduling and overseeing new-employee onboarding and training
  • Ensure smooth operations on production line, addressing any quality control issues promptly
  • Process paychecks, ensuring their timely delivery to employees; manage their tax information
  • Cultivate and maintain an environment that promotes respect of diverse backgrounds

Management Assistant qualifications and skills

Next, outline the required and preferred skills for your position. This may include education, previous job experience, certifications and technical skills. You may also include soft skills and personality traits that you envision for a successful hire. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms.

  • Strong written and verbal English and Spanish skills; additional knowledge of Russian a huge bonus
  • Ability to act as a go-between for English and Spanish speakers while conveying all essential information
  • Minimum of high school diploma or equivalent
  • Preferred minimum of one year MS Office experience and payroll processing experience
  • Valid driver’s licence and good driving history
  • Eye toward the big picture while staying on top of daily operations
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Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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