Administrative Assistant

Real Estate firm in NYC is seeking an eager and strong Admin.Asst!

This role is 5 days onsite. Please don't apply if that schedule doesn't work for you.

Great culture and work life balance.

Job Description :

We are seeking a highly organized and proactive Administrative Assistant to join our property management real estate firm.

The successful candidate will provide crucial support to a team of executives, assisting with administrative tasks, managing invoices, and serving as a liaison between tenants and the company.

Responsibilities :

• Administrative Support :
• Assist executives with scheduling appointments, managing calendars, and organizing meetings.
• Prepare correspondence, reports, and presentations as needed.
• Maintain filing systems and ensure documents are properly stored and easily accessible.
• Handle incoming calls, emails, and inquiries, directing them to the appropriate parties.
• Invoices Management :
• Process and track invoices, ensuring accuracy and timely payments.
• Communicate with vendors regarding billing inquiries or discrepancies.
• Maintain records of all financial transactions and expenses related to property management.
• Tenant Liaison :
• Serve as the primary point of contact for tenants, addressing inquiries, concerns, and maintenance requests promptly and professionally.
• Coordinate property viewings and lease signings with prospective tenants.
• Assist with tenant onboarding and orientation, providing necessary information about property rules, regulations, and amenities.
• General Office Support :
• Order office supplies and ensure office equipment is in working order.
• Assist with basic IT troubleshooting and liaise with the IT department for more complex issues.
• Coordinate travel arrangements and accommodations for executives when necessary.

Qualifications :

• Proven experience as an administrative assistant or similar role, preferably in a real estate or property management setting.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong attention to detail and accuracy in handling financial records and invoices.
• Exceptional communication skills, both verbal and written, with the ability to interact professionally with tenants, executives, and vendors.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with property management software is a plus.
• Ability to work independently with minimal supervision, while also being a team player willing to assist colleagues when needed.

Join our dynamic team and play a vital role in supporting our property management operations. If you are proactive, detail-oriented, and thrive in a fast-paced environment, we encourage you to apply for this exciting opportunity.