Administrative Assistant ( FULL TIME ) | Pavago

Your next career move starts here: Administrative Assistant! Based in Remote, this role is available for an immediate start. You'll leverage your skills in Excellent communication skills to succeed. We offer a $40k - $60k per Year.

Employment Type: Full-Time - Remote
Working Hours: Pacific Time Zone (9am -5pm)

About Pavago:
Pavago is seeking a proactive and detail-oriented Administrative Assistant / Maintenance Coordinator to join our client’s team. This role involves managing daily maintenance operations, addressing urgent issues, coordinating with tenants, property owners, and vendors, and ensuring tasks are completed efficiently. The ideal candidate will have 1-2 years of experience in administrative or maintenance coordination roles, strong organizational skills, and the ability to thrive in a fast-paced, high-pressure environment. If you are a customer-service-focused professional with a sense of urgency and a passion for operational excellence, we want to hear from you!

Responsibilities:

• Monitor Maintenance Requests: Monitor and manage maintenance requests through Property Meld, ensuring all tickets are updated and closed promptly.
• Address Emergencies: Review and address incoming emergencies, such as water leaks or urgent repairs, during after-hours (5:00 PM to 8:00 AM Pacific). Note: This is a rare occurrence.
• Communicate Effectively: Communicate effectively with property owners, tenants, and vendors to provide timely updates and ensure resolution of maintenance issues.
• Vendor Management: Source and onboard new vendors as needed to address property maintenance needs.
• Prioritize and Resolve Tickets: Perform daily reviews of outstanding tickets, prioritizing emergencies and setting daily targets to ensure all tickets are resolved efficiently.
• Maintain Accurate Records: Maintain clear, detailed, and up-to-date notes in Property Meld for each ticket.
• Handle Urgent Situations: Balance repetitive day-to-day tasks with unexpected urgent situations, demonstrating a sense of urgency and excellent problem-solving skills.
• Customer Service: Provide excellent customer service, responding promptly to inquiries and concerns.

What Makes You a Perfect Fit:

• Work Under Pressure: You excel in a fast-paced environment and thrive under pressure, maintaining focus and urgency in challenging situations.
• Responsibility: You have a strong sense of responsibility and demonstrate common sense in decision-making.
• Adaptability: You enjoy working in a role that blends structure and repetition with the ability to handle unexpected challenges.
• Organizational Skills: You are detail-oriented, organized, and capable of multitasking effectively.

Required Experience & Skills:

• Communication Skills: Excellent communication skills, with the ability to update and collaborate with tenants, owners, and vendors effectively.
• Customer Service: Strong customer service skills and the ability to handle inquiries with professionalism.
• Urgency and Focus: Proven ability to work in a high-pressure environment and address urgent issues with a sense of urgency.
• Experience: 1-2 years of experience as an Administrative Assistant, Maintenance Coordinator, or in a similar role.
• Language Proficiency: Strong proficiency in English, both written and spoken (priority).
• AppFolio Knowledge: Experience with AppFolio is highly desirable.
• Familiarity with Property Meld: Familiarity with Property Meld or similar maintenance ticketing systems is a plus.

What Does a Typical Day Look Like?

• Morning Review: Log in at the start of your shift and review all outstanding tickets in Property Meld.
• Emergency Prioritization: Check for any emergencies that occurred overnight, such as water leaks, fires, or urgent maintenance issues, and prioritize them immediately.
• Update Stakeholders: Provide updates to owners, tenants, and vendors regarding ticket progress and resolution timelines.
• Daily Ticket Goals: Work through the day to resolve and close tickets, ensuring daily targets are met to prevent ticket backlogs.
• Detailed Notes: Regularly update each ticket with detailed notes to ensure transparency and continuity.
• Vendor Onboarding: Source and onboard new vendors as needed to address specific maintenance tasks.
• Handle Emergencies: Handle repetitive tasks with focus while staying prepared to respond to unexpected, high-priority emergencies.

Interview Process:

• Initial Phone Call: A brief conversation to assess your experience and overall fit for the role.
• Video Interview: A more in-depth discussion to explore your skills, background, and approach to recruitment.
• Final Interview: A comprehensive interview with the client to ensure alignment with the role’s objectives and expectations.
• Background Checks: Verification of references and past professional experience to confirm your suitability for the position.