Office Administrator/Marketing Assistant

About Innovative Property Solutions (IPS)

Innovative Property Solutions exists to provide unparalleled property management and association management services throughout Eastern North Carolina. Our mission is grounded in the golden rule. We treat our owners, residents, vendors, and each other the way we would expect to be treated ourselves.

We believe long-term growth and stability come from creating positive experiences. That belief guides everything we do, from how we communicate to how we support our team. We use a thoughtful blend of technology, ongoing professional development, and a passion for excellence to deliver consistent, high-quality service.

Our team is the foundation of our success. We foster a supportive, respectful, and collaborative work environment where professionalism and people can thrive together. We value integrity, clear communication, accountability, and a solution-focused mindset. We are intentional about creating a workplace where individuals feel valued, trusted, and empowered.

If you are looking for a company that prioritizes culture just as much as performance, IPS offers an environment where your work matters and your growth is encouraged.

Position Details

• 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 new rental listings and property spotlight content across company social media platforms to effectively promote available homes
• Ensure all marketing materials maintain consistent branding in alignment with company guidelines in Canva
• Collaborate with the leasing team to confirm listing accuracy, availability, and readiness prior to posting

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

Team Collaboration

• 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

Qualifications

• Experience in property management, administrative support, or a related field preferred
• Strong organizational skills with attention to detail
• Excellent communication and interpersonal skills
• Ability to prioritize tasks and manage time effectively
• Comfortable learning new systems and processes

What Makes You a Great Fit

• Professional, friendly, and customer-service focused
• Highly organized and detail-oriented
• Able to multitask in a fast-paced environment
• Proactive and solution-oriented
• Team-focused with a collaborative mindset
• 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.

Please submit your resume and a cover letter detailing your experience and what excites you about this opportunity at Innovative Property Solutions to [email protected] or apply here.