Administrative Assistant

About Universal Property Management SystemsUniversal Property Management Systems, Inc. is a family-owned, second-generation property management company based in Morristown, New Jersey. With over 35 years of experience serving communities across North Jersey, the company provides comprehensive residential and community association management services tailored to the unique needs of owners and residents. Universal Property Management is committed to delivering a stress-free property management experience through personalized service, modern technology, and a deep understanding of the local market. The company manages a diverse portfolio of apartment, condominium, townhome, and HOA communities throughout Bergen, Essex, Hudson, Morris, Passaic, Sussex, Union, and Warren counties.Position SummaryUniversal Property Management is seeking a detail-oriented, organized, and dependable Administrative Assistant to support daily office operations, with a strong emphasis on financial administration, billing, invoicing, data entry, and recordkeeping.This position plays an important role in keeping the office and property operations running smoothly. The Administrative Assistant will assist with resident and vendor communications, documentation, scheduling, recordkeeping, maintaining accurate financial and property records, maintenance requests, and general office administration.Key ResponsibilitiesFinancial & Administrative SupportProvide administrative support for day-to-day financial activities, including data entry, billing, invoicing, and maintaining accurate financial records.Enter, update, and maintain financial and property-related information in company databases, spreadsheets, and management systems.Prepare, process, and track invoices, ensuring accuracy and timely submission for review and payment.Assist with resident and tenant billing, including preparing statements, recording payment information, and maintaining billing records.Review invoices, billing statements, and supporting documentation for accuracy and completeness.Assist with tracking outstanding invoices, payments, and other financial transactions, following up as directed.Maintain organized electronic and paper records of invoices, receipts, vendor information, and other financial documentation.Assist with preparing spreadsheets, reports, and financial summaries for management.Coordinate with property management, accounting personnel, and vendors to resolve billing discrepancies and obtain necessary documentation.General Office & Property Management SupportProvide general administrative and clerical support to the property management team to ensure efficient daily operations.Answer incoming calls, respond to emails, and assist residents, vendors, and other business contacts in a professional and timely manner.Receive and document maintenance requests and assist with coordinating communication between residents, property managers, maintenance personnel, and vendors.Prepare correspondence, notices, forms, reports, and other property-related documents.Maintain accurate and organized resident, lease, vendor, and property records.Assist with scheduling appointments, meetings, inspections, and vendor visits as needed.Support lease-related administrative activities, including preparing documentation and maintaining updated records.Assist with general office organization, filing, document management, and special projects.Handle confidential financial, resident, and company information with discretion and professionalism.Perform other administrative duties as assigned to support the property management team.QualificationsHigh school diploma or equivalent required; additional education or administrative training is a plus.2+ years of administrative, office support, customer service, or related experience preferred.Previous experience in property management, real estate, housing, or a related industry is a plus.Proficiency with Microsoft Office, including Outlook, Word, and Excel (including maintaining spreadsheets and tracking financial information)Experience with property management software is a plus; ability and willingness to learn new systems required.Strong organizational and time-management skills.Strong data entry skills with a high degree of accuracy and attention to detail.Strong verbal and written communication skills.Professional and courteous customer-service approach.Ability to manage multiple priorities and follow through on assignments.Ability to work independently while also contributing as part of a team.Good judgment and discretion when handling confidential or sensitive information.Ideal CandidateThe ideal candidate is highly organized, comfortable managing multiple priorities, and able to communicate professionally with residents, prospective residents, vendors, and team members. Prior experience in property management, real estate, or a similar service-oriented environment is helpful but not required.Equal Employment OpportunityUniversal Property Management is an equal opportunity employer and considers qualified applicants for employment without regard to legally protected characteristics in accordance with applicable federal, state, and local laws.Compensation & BenefitsThe company offers a competitive compensation package including:Salary of $25 per hour (annualized at $52K - depending on experience)Health InsuranceDental InsuranceCompetitive Paid Time OffSupportive team environment and growth opportunities