Administrative Assistant

About Us

Cobalt Real Estate Management is a proud member of the Iron Gate Collective, a growing organization dedicated to providing comprehensive solutions for property management, development, construction, and cleaning. Our reputation is built on quality housing, honest management, and responsive service. At Cobalt, we believe that outstanding people are the key to our success.

Position Overview

At Cobalt Real Estate Management, the Administrative Assistant is the "engine" of our daily operations. This is a high-impact role designed for a proactive professional who thrives on Ownership and Initiative. Rather than a traditional receptionist position, you will serve as the central hub of our office by integrating communication across our management, accounting, and maintenance departments and providing excellent customer service as the first point of contact for most tenants, owners and vendors.

Key Responsibilities:

Front Office & Communication

• Answer and direct incoming phone calls
• Serve as the first point of contact for tenant, owner, and vendor inquiries
• Monitor and distribute voicemail messages
• Manage office email flow and routing
• Check and distribute daily mail
• Manage Dropbox items, including issuing receipts and handling keys

Office Operations

• Assist with in-person rent collection and provide receipts
• Order and maintain office supplies and inventory
• Place and track Amazon and company-related orders
• Print and maintain operational documents (time sheets, FAQs, daily job sheets)
• File and organize physical and digital paperwork
• Track birthdays and assist with office engagement efforts

Property Management Support

• Assist with lease-related administrative tasks and documentation
• Audit AppFolio data (leases, addendums, maintenance notes, owner information)
• Assist with HOA filing and documentation as needed

Maintenance & Vendor Coordination

• Intake maintenance requests and create work orders in Property Meld
• Assign vendors for standard requests and escalate when necessary
• Communicate with tenants regarding maintenance scheduling
• Track equipment rentals (fans, heaters, dehumidifiers, etc.); coordinate equipment pickup and drop-off and report usage for billing

Scheduling & Coordination

• Coordinate on-call rotations and office phone schedules
• Record and distribute weekly meeting minutes following management approval
• Run occasional local errands, including post office visits

Field Support & Cross-Training

• Assist with unit inspections and turnover support during high-volume seasons
• Provide support across departments as needed
• Participate in cross-training opportunities to support overall company operations

This role is designed to be flexible and growth-oriented, with exposure to multiple areas of the business.

Qualifications

• Strong organizational and multitasking skills
• Excellent communication and customer service abilities
• Ability to prioritize and problem-solve in a fast-paced environment
• Comfortable learning and using new technology systems
• Willingness to assist both in-office and in the field when needed
• Experience with property management software (AppFolio preferred but not required)

Join Cobalt as an Administrative Assistant, where your organizational prowess and positive attitude fuel our success. You’ll thrive in a structured, evolving environment powered by modern systems and AI-supported tools designed for maximum efficiency. As we scale, you’ll find ample opportunity for growth within a team dedicated to excellence and collective achievement.

Pay: $16.00 - $18.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person