Real Estate Administrative Assistant Portland OregonThainada LLC

Thainada LLC is a private family real estate investment company, active in Thailand, Canada, and the U.S.  Our portfolio includes two properties in Portland, Oregon, and Gresham, Oregon.

This is a part-time position that you can do from home.  The current property manager is retiring.  Your role will be to take over the administrative functions he has been performing, and serve as the local administrative office, and point of contact for us locally, going forward.  The job will usually only require a few hours a month.  But, occasionally, a tenant will move out, and it will be necessary to spend more time to handle the tenant turnover.  (See below.)

Regular Duties

• Landlord / tenant administrative services;

• Set up & maintain filing system for local bills and documents;

• Monthly trip to P.O. Box to collect mail, sort, and possibly forward to headquarters, as necessary;

• Coordinate routine repair & maintenance appointments between tenants & handyman;

• Manage & supervise contents of two local storage units, such as rental furniture, etc.;

• Serve as a local point of contact on the ground (phone number, in-person), and

• Regularly report local news & information to headquarters;

• Other local errands & appointments (such as lawyer visits), as appropriate.

Occasional Tenant Turnover Duties

Tenant Placement - Find and place new tenants

For the tenant turnover, we will run the background screening and background checks from headquarters.  You will be responsible for advertising, staging, photos, viewings & tours, any open houses, and the closing (lease signing).

Perform leasing-related duties, e.g.

1. Coordinate with local staff and headquarters to plan project steps, troubleshoot problems, and accomplish goals & tasks.

2. Be the key contact or on-call person on site or on location to coordinate most activities.

3. Market & advertise a vacancy online, on social media (e.g. rental listing websites, social media posts (Facebook, Instagram, etc.), targeted paid online advertising, printed flyers, signage, & broker networks), and by non-digital methods (yard signs, flyers, print classifieds, as applicable);

4. Send out QR code to direct potential new tenants to landlord’s website;

5. Hire & coordinate with a professional real estate photographer, and, if appropriate, arrange for a drone video and/or a walk-through interior video;

6. Respond to enquiries, and schedule apartment showings & open houses;

7. Decorate & stage vacant unit for showings & open houses;

8. Conduct apartment showings & open houses;

9. If the application feature on the landlord’s website is down, collect and process paper rental applications & applicant screening materials.  (In the event that you must handle applications and screening disclosures on paper, we will provide you with the screening criteria and the forms to be used, e.g. lease agreement, rental application forms, tenant screening authorization forms, screening criteria (including income/references/credit requirements), move-in/move-out sheets, disclosures);

10. Coordinate & conduct the closing / lease execution, preparing and delivering the closing paperwork, conduct the lease closing / tenant move‑in closing, including collecting executed lease documents, obtaining required signatures, delivering closing paperwork to the landlord, and coordinating collection and disbursement of agreed fees or deposits, and handling the keys to the premises;

11. Coordinate, as needed, with the retiring property manager to move on-site furniture into storage.

• Previous secretarial or administrative assistant experience (paid or volunteer)

• Valid driver's license and reliable transportation for property visits and other errands

Thainada LLC is a private family real estate investment company that is active in the U.S., Canada, and Thailand.  The company started in Portland, Oregon in 2004, and moved its headquarters to Bangkok in 2008.  We believe in treating people fairly, and prioritise customer service, and cooperating with our tenants to make them happy.  We are pleased to be able to say that our average tenant stays six years, and we have never had a major complaint.

• Proactive

• Self-Motivated

• Time Management

• Problem Solving

• Communication

• Tenant relations experience

• Maintenance coordination experience

• Knowledge of leasing procedures

• Event Organizer experience

Retainer Contract $365 per month

Typically, the job requires less than two hours a week.  But, it requires more during a tenant turnover.  So, we offer a retainer of $365 per month, as a flat rate.  Essentially, you will get overpaid most of the time, but, during a tenant turnover, you will put in extra time to make up for it, and it will all even out over time.