Office Administrator/Marketing Assistant

Full-time, 40 hours per week
Monday through Friday
8:30 AM to 5:00 PM
Key Responsibilities

Phone Inquiries & Communication

Answer incoming calls professionally, provide accurate information, and route messages appropriately
Document all interactions in AppFolio while maintaining Fair Housing compliance
Rent Collection & Account Support

Collect, receipt, and accurately enter resident payments
Assist residents and owners with ledger questions and coordinate with the team to resolve discrepancies
Delinquency Coordination

Pull delinquency reports and initiate processes on the 2nd of each month
Send payment reminders and apply late fees as required
Coordinate owner communication and provide ongoing updates
Assist in escalation to eviction proceedings when necessary, with proper authorization
Lead Management

Monitor incoming leads across shared inboxes, AppFolio, and LeadSimple
Ensure timely follow-up via phone, email, and text
Coordinate showing requests with leasing agents
Property Marketing

Coordinate and publish rental listings and property marketing content across social media platforms
Design marketing materials in Canva, ensuring accuracy, consistency, and brand standards
Collaborate with the leasing team to confirm listing details, availability, and property readiness prior to posting
Leverage digital trends and platform algorithms to support visibility, engagement, and lead generation
Create content that reflects the quality of management and the experience owners and residents can expect
Inventory Management

Maintain key tracking within AppFolio, including issuance and returns
Manage sign and lockbox inventory, including weekly audits and reporting
Office Operations

Complete daily office tasks such as mail, dropbox, and opening/closing procedures
Maintain organization, cleanliness, and supply inventory
Execute weekly checklists, including signage and lockbox tracking
Work closely with the Property Management Team to support daily operations
Maintain clear, consistent communication to support a strong team environment
Documentation & Compliance

Maintain accurate records for residents and owners in AppFolio and OneDrive
Ensure documentation is complete, organized, and up to date
Reporting & Administrative Tasks

Submit monthly Tenant Liability reports
Process owner insurance documentation and track expiration dates
Coordinate pest control notices and resident communication
Manage vendor coordination for property photos and notify leasing when ready
What Makes You a Great Fit

Experience in property management, administrative support, or a related field preferred
Professional, friendly, and customer-service focused
Strong organizational skills with attention to detail
Excellent communication and interpersonal skills
Able to prioritize tasks, manage time effectively, and multitask in a fast-paced environment
Proactive, solution-oriented, and comfortable learning new systems and processes
Team-focused with a collaborative mindset
Familiar with digital trends and platform algorithms to support content, engagement, and overall company growth
Reliable with a strong sense of accountability
Valid driver’s license and reliable transportation
Why You’ll Love Working Here

Health insurance
20 days of paid time off
Paid holidays when the office is closed
A supportive, team-centered culture
Opportunities for growth within a growing company
Meaningful work that supports real communities
A role that stays engaging and never feels repetitive
Equal Opportunity Statement

Innovative Property Solutions is committed to diversity and inclusivity in the workplace.

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