Office Assistant

Join to apply for the Office Assistant role at Ottomatik.io Note to Applicants Eligibility: This position is open to candidates residing in Latin America. Application Language: Please submit your CV in English. Applications submitted in other languages will not be considered. Professional Presentation: We encourage you to showcase your professional experience by including a Loom video in the application form. While this is optional, candidates who provide a video presentation will be given priority. Note: If you're hired for this role, you may be asked to update your LinkedIn profile :) We are a U.S.-based property management company seeking a reliable, detail-oriented Office Assistant to support daily administrative, communication, and accounting related tasks. This role is ideal for someone with strong organizational and communication skills who also has interest or experience in basic accounting and financial administration. The Office Assistant will play a key role in tenant, HOA, and vendor communications while supporting invoicing, recordkeeping, and financial tracking. Accuracy, professionalism, and follow-through are essential. Responsibilities Office & Communication Support Serve as a primary point of contact for tenants, property owners, HOA representatives, and vendors. Handle inbound and outbound communications via email, phone, and messaging platforms in a professional and timely manner. Assist with tenant communications related to rent notices, late reminders, maintenance updates, and general inquiries. Communicate with HOAs regarding rules, approvals, violations, assessments, and required documentation. Maintain organized communication logs and correspondence records. Administrative & Property Operations Support property managers with daily office operations and administrative duties. Maintain and update tenant, owner, and property records with accuracy. Coordinate maintenance requests by communicating with tenants, vendors, and internal teams. Track open tasks and follow up to ensure timely resolution and documentation. Accounting & Invoicing Support Process, review, and organize vendor invoices, utility bills, and expense receipts. Enter invoices, payments, and charges into property management or accounting systems. Assist with accounts payable tracking and flag missing invoices or discrepancies. Help prepare basic expense summaries and property-level financial reports. Support simple bank and ledger reconciliations under supervision. Track recurring expenses, HOA dues, utilities, and service contracts. Maintain orderly financial records to support month-end and year-end closing. Assist with document preparation for accountants, CPAs, or external auditors. Project management skill to manage companies’ websites, social media advertising projects. Assist with online posts, light marketing tasks, or website updates. Qualifications Strong written and verbal communication skills. High attention to detail and accuracy. Excellent organizational and time-management skills. Proficiency in Microsoft Office or Google Workspace (Excel/Sheets, Word/Docs). Ability to handle confidential information responsibly. Preferred Accounting & Financial Skills Coursework, certification, or degree in Accounting, Finance, Business, or related field. Basic understanding of accounting principles (AP/AR, debits and credits, expense categorization). Experience with invoice processing, expense tracking, or bookkeeping support. Familiarity with bank statements, reconciliations, and financial recordkeeping. Experience with property management or accounting software such as AppFolio, Buildium, Rentec, QuickBooks, or similar systems. Comfort working with spreadsheets for tracking expenses and payments. Experience supporting month-end close or working with CPAs is a plus. Prior experience in property management, real estate, HOA administration, or office administration. Professional, customer-service-oriented demeanor. Ability to work independently and manage multiple priorities. Willingness to learn and take on increasing responsibility over time. Why Join Us This position offers a strong foundation in office administration, property management, and practical accounting support. You will gain hands‑on experience with real‑world financial processes while working closely with experienced professionals in a collaborative environment. This role is well‑suited for someone looking to grow into property accounting, office management, or operations roles. If you are detail‑oriented, communicative, and comfortable working with numbers and people, we encourage you to apply. If this opportunity sounds good to you, send us your resume Seniority level: Associate Employment type: Full-time Job function: Administrative Industries: Office Administration Referrals increase your chances of interviewing at Ottomatik.io by 2x #J-18808-Ljbffr