Office Assistant

Join to apply for the Office Assistant role at Ottomatik.io. We are a U.S.-based property management company seeking a reliable, detail-oriented Office Assistant to support daily administrative, communication, and accounting tasks. The role is ideal for someone with strong organizational and communication skills and 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, record‑keeping, and financial tracking. Accuracy, professionalism, and follow‑through are essential. Responsibilities 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. 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. 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 company’s 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 record‑keeping. 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. Additional Preferred Skills 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 #J-18808-Ljbffr