Executive Assistant (Admin and Bookkeeping)

Schedule:

• 40 hours per week
  
• Tuesday-Saturday: 8pm - 4am Mesa, Arizona
  
• Includes 30 minutes paid break

Client Overview

Join a dynamic and growing property management company based in the vibrant city of Phoenix, Arizona. Our client manages a diverse portfolio of properties, including short-term rentals, long-term rentals, and even a hotel. They’re at the forefront of the property management industry, utilizing cutting-edge technology to streamline operations and provide top-notch service to property owners and guests alike. As they continue to expand their reach and optimize their processes, they’re seeking a detail-oriented and tech-savvy professional to join their team in a crucial role.

Job Description

We’re seeking an exceptional Executive Assistant to become the backbone of our client’s thriving property management operations. This unique role combines high-level administrative support with essential bookkeeping responsibilities, offering an exciting opportunity to make a significant impact on the business. Working the night shift, you’ll be the go-to person for managing guest communications, coordinating property showings, and ensuring smooth financial operations. You’ll have the chance to work with cutting-edge property management software, handle a diverse range of tasks, and play a pivotal role in the company’s continued success. If you’re a night owl with a passion for organization, numbers, and delivering exceptional service, this position offers an unparalleled opportunity to showcase your skills and grow your career in the dynamic world of property management.

Responsibilities

• Manage and organize the executive’s email communications and calendar, ensuring efficient time management and prioritization of tasks
  
• Serve as the primary point of contact for guest inquiries, promptly responding to messages and reviews for hotel and short-term rental properties during night hours
  
• Process and follow up on leads for property management showings, coordinating viewings and providing initial information to potential clients
  
• Perform comprehensive bookkeeping duties, including accurate invoice entry, financial record maintenance, and regular audits of business operations
  
• Expertly utilize a suite of property management software including Airbnb, Guesty, and Appfolio to manage bookings, guest communications, and property details
  
• Handle incoming phone calls during night shift hours, providing top-notch customer service and addressing any urgent issues that arise
  
• Coordinate and set up property tours for potential management clients, ensuring all necessary information is prepared and available
  
• Assist in managing various aspects of the company’s diverse property portfolio, including both short-term and long-term rentals
  
• Prepare and organize financial reports, ensuring all data is accurate and up-to-date for executive review
  
• Collaborate with US-based team members across different time zones to ensure seamless 24⁄7 operations
  

Requirements

• Proven experience as an Executive Assistant, Bookkeeper, or in a similar role combining administrative and financial responsibilities
  
• Proficiency in QuickBooks and other accounting software, with a strong foundation in bookkeeping principles
  
• Demonstrated experience with property management software such as Airbnb, Guesty, and Appfolio; familiarity with Outlook and web-based tools like Zillow is a plus
  
• Excellent written and verbal communication skills in English, with the ability to craft professional and engaging responses to guests and clients
  
• Strong organizational skills with the ability to manage multiple tasks and priorities in a fast-paced environment
  
• Flexibility to work night shift hours (8 PM to 4 AM Arizona time) and thrive in a remote work setting
  
• Bachelor’s degree in accounting, business administration, or a related field preferred
  
• Previous experience in the property management or hospitality industry is highly advantageous
  
• Self-motivated with the ability to work independently while also collaborating effectively with a remote team
  
• Tech-savvy with the ability to quickly adapt to new software and digital tools