Administration Assistant/Property Management

Job Description

Job Description

Our client, a growing mid-sized real estate Management & Consulting firm is seeking a full-time temporary to permanent administrative assistant.

• This is temp-to-perm position.
• The work schedule is Monday – Friday, 9am – 5pm with overtime.
• Ability to attend monthly Board Meetings held in the evening.
• The pay rate is $27.00 per hour.
• The perm salary is $50,000 annually with potential to increase to $70,000 with overtime.

Job Summary:

The administrative assistant will provide support to property managers with the day-to-day operations of luxury multi-family buildings in NYC (primarily Cooperatives & Condominiums).

The successful candidate will effectively manage all administrative, communication, organizational and operational tasks while working collaboratively with other departments (i.e. finance, A/R, A/P, sales & leasing, project management, etc.), support the manager, board members, and residents.

Responsibilities and Duties:
• Assist manager with building related issues.
• Prepare and modify documents including correspondence, drafts, memos, action lists and emails.
• Attend virtual monthly Board meetings and take minutes (as needed). Meetings are held either at night or in the early morning before normal business hours. You will be paid overtime for these meetings.
• Provide general administrative and clerical support, including mailing, scanning, copying and maintaining all internal records.
• Maintain electronic and hard copy filing system.
• Prepare adjustment forms and check requisitions.
• Manage calendar for building events. Schedule and coordinate meetings and appointments.
• Contact vendors to schedule meetings and request proposals.
• Order and maintain supplies for buildings (as needed).
• Check open invoices for any issues/errors.
• Request proof of insurance from vendors.
• Correspond with building staff.
• Review collection/arrears report and contact those who’ve fallen behind.
• Distribute monthly Board Packages.

Administrative Duties:
• Scheduling
• Running errands
• Stocking supplies
• Sorting and sending mail
• Answering and routing phone calls
• Greeting visitors

Qualifications and Skills:
• Ability to multi-task
• Excellent communication and organizational skills
• Ability to take initiative and anticipate upcoming tasks
• Ability to prioritize workload
• Proficient in Word and Excel
• College degree or equivalent experience (preferred)