Administrative Assistant / Front Desk Coordinator

Motion Realty | Motion Property Management Group | Motion Property Preservation

Location: Loganville, GA
Employment Type: Full-Time
Reports To: CEO, Office Manager, or Department Managers

Position Summary

Motion Companies is seeking a highly organized, professional, and customer-focused Administrative Assistant / Front Desk Coordinator to serve as the first point of contact for clients, tenants, property owners, vendors, agents, and prospective customers across all company divisions.

This position plays a critical role in supporting daily operations for our property management, real estate, and property preservation businesses by handling front desk responsibilities, phone calls, scheduling, administrative support, data entry, customer service, and office coordination.

The ideal candidate is detail-oriented, dependable, positive, and able to manage multiple priorities while maintaining a professional and welcoming presence.

Essential Duties & Responsibilities

Front Desk & Reception

• Greet visitors, clients, tenants, vendors, and agents in a professional and friendly manner.
• Answer and route incoming phone calls.
• Monitor and respond to general company email inboxes.
• Receive and distribute mail, packages, and deliveries.
• Maintain a clean and organized reception area and conference rooms.
• Assist guests, clients, and team members with general office needs.

Administrative Support

• Create, organize, and maintain digital and paper files.
• Prepare correspondence, reports, spreadsheets, and documents.
• Enter and update information in company software systems.
• Assist with scanning, filing, copying, and document management.
• Order office supplies and maintain office inventory.
• Support management with various administrative projects.
• Maintain confidentiality of company and client information.

Property Management Support

• Assist tenants and property owners with general inquiries.
• Create and update work orders.
• Track maintenance requests and vendor communications.
• Assist with lease renewals and move-in/move-out documentation.
• Coordinate utility transfers and service activation when necessary.
• Monitor property management software and update records accurately.
• Assist with delinquency notices, payment arrangements, and documentation.

Real Estate Support

• Assist agents with transaction and listing paperwork.
• Coordinate signatures and document collection.
• Maintain listing files and transaction records.
• Help schedule appointments, showings, inspections, and closings.
• Update CRM systems and marketing databases.
• Assist with onboarding new agents.

Property Preservation Support

• Schedule cleaning, maintenance, and preservation work orders.
• Communicate with vendors and contractors regarding scheduling.
• Track project progress and completion documentation.
• Organize photos, invoices, estimates, and contractor paperwork.
• Assist with customer follow-up and service scheduling.

Customer Service

• Provide exceptional customer service to clients, tenants, vendors, owners, agents, and prospects.
• Resolve routine inquiries and escalate issues when appropriate.
• Communicate professionally by phone, email, and in person.
• Maintain a positive company image at all times.

Scheduling & Coordination

• Manage calendars and appointments for management staff.
• Coordinate meetings, training sessions, and office events.
• Confirm appointments and follow up on scheduled activities.
• Assist with travel arrangements and reservations when needed.

Financial & Data Entry Support

• Enter invoices and receipts into company systems.
• Assist with account reconciliation and recordkeeping.
• Collect and process rental, owner, and client documentation.
• Maintain accurate databases and records.
• Assist accounting staff with administrative tasks as assigned.

Qualifications

Required

• High School Diploma or GED.
• Minimum 2 years of administrative, receptionist, customer service, or office experience.
• Strong verbal and written communication skills.
• Excellent organizational and multitasking abilities.
• Professional appearance and demeanor.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Ability to learn new software systems quickly.
• Dependable, punctual, and detail-oriented.

Preferred

• Property management experience.
• Real estate experience.
• Experience with AppFolio, Rentvine, Buildium, Property Meld, QuickBooks, Dotloop, or similar systems.
• Georgia Real Estate License (not required).
• Bilingual English/Spanish.

Skills & Competencies

• Exceptional customer service
• Time management
• Attention to detail
• Problem-solving
• Multitasking
• Data entry accuracy
• Written communication
• Teamwork and collaboration
• Professional phone etiquette
• Conflict resolution

Physical Requirements

• Ability to sit, stand, and use a computer for extended periods.
• Ability to occasionally lift up to 25 pounds.
• Ability to move throughout the office as needed.

Compensation & Benefits

• Competitive hourly pay based on experience.
• Paid holidays and PTO.
• Professional development opportunities.
• Growth opportunities within Motion Companies.
• Supportive team-focused work environment.

Why Join Motion Companies?

At Motion Companies, our mission is to keep assets in motion by delivering exceptional service, strong communication, innovative solutions, and operational excellence. We value teamwork, integrity, accountability, and a commitment to helping our clients, tenants, owners, and customers succeed.