Overview
Office Assistant Jobs in Washington, DC at SMARTFOX
Title: Office Assistant
Company: SMARTFOX
Location: Washington, DC
Title: Property Administrator / Admin Svcs Coordinator
Pay Rate: $24.00
Hours: 8:30 am – 5:00 EST | M-F
Remote/Hybrid/In-person: Onsite
Location: Washington, DC 20036
Contract Duration: 4 months with Potential to convert to FTE
Job Description
Resource's typical working day:
• Assist property management with a wide range of administrative tasks, including answering phones, communicating with tenants, managing digital and physical files, handling mail and courier services, and maintaining office supplies.
• Maintain organized and up‑to‑date records of building operations, ensuring all documentation complies with company policies and procedures.
• Track and maintain all Certificates of Insurance, ensuring accuracy and timely renewals.
• Review, process, and track accounts payable and receivable, including vendor invoices, payments, and monthly tenant billing statements.
• Work closely with the building operations team to compile maintenance needs; open, assign, coordinate, and monitor work orders across departments.
• Serve as a liaison between tenants and building management by distributing updates, organizing meetings, and supporting tenant events and meetings.
• Identify and resolve both routine and non‑routine issues within the scope of daily responsibilities.
• Contribute positively to the team through accurate work, reliable support, and high‑quality service delivery.
• Follow established procedures and guidelines while working under moderate supervision and direction.
• Demonstrate strong verbal and written communication skills.
• Maintain excellent attention to detail, strong organizational habits, and the ability to prioritize multiple tasks effectively.
• Possess proficiency in Microsoft Office Suite.
• Perform additional duties as needed to support property operations and management.
Guest Reception
• Greet and welcome tenants, visitors, vendors, and clients in a professional and courteous manner.
• Maintain a clean, organized, and welcoming reception area.
• Answer and direct incoming calls promptly, providing accurate information or routing to the appropriate team member.
• Maintain confidentiality and professionalism when interacting with guests or handling sensitive information.
• Provide exceptional customer service by anticipating needs and addressing questions or concerns promptly.
Invoice Processing
• Enter invoices into the P2P (Procure-to-Pay) system, ensuring correct account codes, property assignment, and supporting documentation.
• Upload invoices and route them through appropriate approval workflows in P2P.
• Monitor invoice approval status and follow up with managers or approvers as needed to prevent delays.
• Track recurring invoices, utilities, and scheduled vendor payments to ensure timely processing.
• Coordinate with vendors regarding invoice discrepancies, missing documentation, or payment status inquiries.
Purchase and Contract Orders Management
• Create and submit purchase orders (POs) in the P2P system for supplies, maintenance work, service contracts, and project-related expenses.
• Ensure all purchase orders include accurate scope descriptions, vendor details, contract terms, and cost coding.
• Route POs through the appropriate approval workflows within P2P and follow up to ensure timely authorization.
• Maintain tracking logs for all open purchase orders, monitoring status from submission through fulfilment.
• Support property management in adhering to procurement policies, financial controls, and compliance standards.
• Assist with drafting or updating service contracts, ensuring proper signatures, insurance compliance, and documentation.
• Track contract renewals, expirations, and service schedules to ensure continuous and compliant vendor coverage.
Must Have Skills:
– Excellent attention to detail, especially when handling invoices, contracts, and compliance documentation.
– Ability to prioritize multiple tasks in a fast‑paced environment
– Ability to provide professional, friendly, and solution‑oriented customer service.
– General Computer Knowledge Comfortable navigating various systems and applications; able to troubleshoot basic technical issues.
– General Office Skills Proficient in tasks such as filing, scheduling, handling phone calls, and maintaining organized workspaces.
– Professional Guest Reception Able to greet and assist guests in a courteous, confident, and professional manner.
– Email Management Skilled in composing, organizing, and responding to emails efficiently and with attention to tone and clarity.
– Knowledge of Microsoft Office Suite Familiar with tools such as Word, Excel, Outlook, and PowerPoint; capable of using them for day-to-day operations.
Nice-to-Have Skills
– Ability to work effectively with property managers, engineers, vendors, and building staff.
– Willingness to assist in day‑to‑day operations to support overall building performance.
– Communication skills
– Organized
– Able to multitask
– Professional office etiquette
– Team player
Aside from the mentioned Must-Have Skills, the HM is also looking for candidates that has;
Reliability and Attendance: The role requires a high level of dependability, with consistent attendance and punctuality being essential to meet operational needs.
Professional Expectations: Regular and reliable attendance is a critical component of success in this position, as it directly impacts team performance and operational efficiency.
Years of experience:
– 2-3 years of experience in administrative roles or related fields
– Preferred, but not required: Background in property management
Education: At least a GED or equivalent experience required
Software Skills
– General familiarity with common software applications
– Microsoft Office Suite (e.g., Word, Excel, Outlook, PowerPoint)
– Experience using email platforms and basic office productivity tools
Interview Process: 1-2 virtual and/or onsite
