SMI Property Management is committed to growing our experienced staff to provide great care for its owners and its tenants, alike. We are looking for an enthusiastic Portfolio Administrative Assistant to join our team at our Keizer office.
POSITION: Portfolio Administrative Assistant
OVERVIEW: The Portfolio Administrative Assistant provides essential operational support to the property management team, ensuring smooth day-to-day operations. This role assists with documentation, reporting, tenant and vendor communications, property transitions, and portfolio management activities, including market analysis. The position supports both the Portfolio Managers and the property management staff to maintain efficient operations and high tenant satisfaction.
KEY RESPONSIBILITIES:
Administrative Support
Manage phone calls, emails, and correspondence, ensuring timely responses.
Schedule meetings, property inspections, and appointments.
Prepare, file, and maintain property management documents, reports, and tenant records.
Draft letters, notices, rent increase notifications, and official communications to tenants and vendors.
File FEDs as directed by Portfolio Managers.
Tenant and Client Relations
Serve as the first point of contact for tenants and vendors.
Professionally handle tenant inquiries, service requests, and complaints.
Assist in coordinating lease agreements, renewals, and move-in/move-out documentation.
Process tenant move-outs, including inspections, documentation, and deposit tracking.
Prepare and distribute notices (late rent, lease violations, non-renewals, and rent increases) and follow up to ensure compliance or resolution.
Show vacant units to prospective tenants as required.
Assist with tenant retention efforts by maintaining positive communication and timely responses.
Financial and Office Support
Process invoices, receipts, and expense reports.
Assist with rent collection, deposit preparation, and rent increase tracking.
Maintain accurate databases, spreadsheets, and tracking systems.
Review local market rents and make recommendations to management for rent adjustments or strategy improvements.
Property Management Assistance
Coordinate with maintenance staff and vendors to schedule work orders and repairs.
Track completion of maintenance requests and follow-up as needed.
Ensure compliance with company policies and property management procedures.
Assist with onboarding new properties into the portfolio, including setting up files, entering property data into management systems, organizing vendor contracts, and preparing welcome communications for tenants and owners.
REQUIREMENTS:
High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
Understanding of Landlord Tenant Law and Fair Housing.
Minimum 2+ years of administrative or office support experience in property management.
Strong organizational skills with attention to detail and accuracy.
Excellent communication and customer service abilities.
Analytical skills to review market rents and support decision-making.
Proficient in Microsoft Office Suite; experience with property management software (AppFolio and Tenant Tech preferred).
Ability to prioritize tasks and work independently in a fast-paced environment.
COMPENSATION and BENEFITS:
Pay: From $25.00 per hour
Schedule: Full-time | Monday – Friday, 8:00 AM – 5:00 PM
Location: This is an in-office position based at our Keizer office, with occasional visits to properties. Remote work is not available.
Benefits include:
Medical, Dental, and Vision Insurance
Paid Time Off
Enrollment in OregonSaves Retirement Program
Basic and Voluntary Life/ADD Insurance
Long-Term Disability Income Insurance
Employee Assistance Program (EAP)
Digital Wellness/ID Theft Protection
Legal Coverage
Pet Insurance
To apply, please visit the Careers page on our website to download and submit an Employment Application: www.smiproperty.com/careers
