An Office Administrative Assistant provides essential day-to-day support to ensure smooth and efficient office operations. This role serves as a central point of contact for employees, residents, vendors, and visitors while maintaining organized systems, professional communication, and a welcoming environment. The ideal candidate is detail-oriented, highly organized, and committed to exceptional customer service, with the ability to handle confidential information with discretion.

Benefits Paragon offer you

• Guaranteed Full-Time 40 hour per week schedule
• Paid time off and 9 company paid holidays
• Annual performance bonus
• Rent Discount
• 401(k) program with an employer contribution
• Affordable medical, dental and optical insurance with a minimal waiting period for enrollment
• Employee Recognition Program
• Volunteer Hours

Key Responsibilities

Administrative Support

• Manage front desk operations, including greeting visitors and handling incoming calls, emails, and correspondence
• Maintain organized physical and digital filing systems for records, contracts, and reports
• Prepare, proofread, and distribute communications, memos, and notices
• Provide administrative support to cross-functional teams including facilities, HR, accounting, and leadership
• Assist with report preparation, calendar management, and meeting materials (including financial and performance reports)
• Support HR with onboarding materials, employee file maintenance, and record retention
• Assist with special projects and provide backup support to executive leadership as needed

Office Operations

• Coordinate schedules, meetings, and office logistics
• Maintain office equipment, supplies, and vendor relationships (including shipping, postal services, and maintenance)
• Oversee mail distribution, shipments (UPS/FedEx), and supply inventory for office and kitchen areas
• Ensure office spaces (kitchen, conference rooms, lobby) are clean, stocked, and guest-ready
• Support onboarding logistics, training setup, and equipment tracking
• Coordinate office maintenance requests and ensure timely resolution

Resident & Vendor Relations

• Serve as a first point of contact for resident inquiries and route concerns appropriately
• Maintain positive vendor relationships and coordinate routine services

Reporting & Data Management

• Compile reports, spreadsheets, and data summaries for management
• Maintain accurate data in internal systems and property management software
• Assist with financial reporting, variance tracking, and documentation
• Support contract administration and maintain organized records of agreements
• Manage vendor compliance, corporate directories, and file storage processes

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred
• Minimum 2 years of administrative or office support experience
• Experience in property management, real estate, or a related field preferred
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with property management software (e.g., Yardi), preferred
• Required attendance at job site
• Strong written and verbal communication skills
• Exceptional organizational skills and attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Professional demeanor with strong customer service orientation
• Ability to handle sensitive and confidential information with discretion
• Satisfactory credit screening background check

OUR MISSION

Create an unparalleled living experience for our residents while enriching the lives of all members of our Paragon family*

*Definition of Paragon Family:

A group of indviduals, not related by birth, but bonded together by common beliefs, values, and goals that support our brand. These indivuals are made up of our residents, employees, vendors, and our owners. Together we stand by our name - to model excellence in all things.

OUR VISION

Be the place everyone loves to call home

OUR VALUES

• People First Always
• Deliver with Integrity
• Aspire to Inspire
• Customer Service with Care

Paragon Properties is an Equal Opportunity Employer. We will consider applicants for this position without regard to any category protected by applicable federal, state or local law, including but not limited to: race, color, religion, sex, national origin, age, physical or mental disability, genetic information, veteran status or uniformed servicemember status. If hired, I understand my employment is at-will as permitted under applicable state law. I understand this means that either the company or I may terminate the employment relationship at any time, for any reason, with or without notice or cause.