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Administrative Assistant - Property Management

Real Estate
New York, NY
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

Job Summary:

Prominent luxury Real Estate firm is seeking a full-time Administrative Assistant to assist the property management function for a high-end residential property. The ideal applicant will have prior experience in a professional business or real estate setting with executive administrative experience or training.

Job Specific Responsibilities and Duties:

  • Answers phone for the management office and greets residents/guests
  • Maintain scheduling of move-in/move-out processes; comply with applicable insurance requirements and prepares welcome packages for new residents
  • Update software systems with new tenant information, lease renewals, reservation requests, etc.
  • Assist with the collection of rent and common charges
  • Create and distribute tenant correspondence
  • Coordinate showings between prospective tenants, sales team and brokers
  • Provide strong customer service to internal and external clients with an ability to adapt to situations and remain calm under pressure
  • Assist with management reports
  • General office and administrative duties: typing, filing, copying, mailing, calendar maintenance, inventory control, billing
  • Assist with other ad hoc projects on annual basis (required mailings and legal notices)

Basic Responsibilities:

  • Respond to incoming calls, e-mails, mail and in-person requests.
  • Comply with company policies, practices and procedures.
  • Manage documents, files and electronic information in an organized, efficient and secure manner.
  • Interact with residents in a professional and pleasant manner. 
  • Represent company as a professional in appearance and manner.
  • Communicate written and oral communication at the highest level of professionalism and integrity.
  • Perform quality and quantity duties as expected for position.
  • Complete company required training courses as assigned.


  • Bachelor’s Degree
  • Exceptional organizational, interpersonal, and communication skills
  • Ability to prioritize and work in a fast-paced, multi-faceted environment
  • Extreme attention to detail and follow up tasks
  • Ability to multi-task and be a team player
  • Proactive, outgoing, energetic, efficient
  • Strong writing skills and pleasant telephone demeanor
  • Excellent computer skills particularly: Microsoft Office Suite
  • Previous administrative experience (2-3 years) required, property management support/executive administrative experience preferred
  • Prior experience utilizing property management systems (BuildingLink, Yardi) and accounting programs (MRI, IBS) desirable

Job Specific Requirements:

  • Possess basic personal computer skills.
  • Exhibit strong numerical ability.
  • Execute tasks with accuracy and attention to detail.
  • Perform responsibilities with honesty and integrity.
  • Maintain a professional level of stress tolerance.
  • Possess ability to adapt to changing environment.

Basic Requirements:

  • Vaccination against Covid-19 under NYC private-sector mandate.
  • Able to hear, understand and respond appropriately to others in person or with other communication devices.
  • Able to read and observe surroundings.
  • Able to manage emotional and mental state while performing various job duties.
  • Able to verbally communicate in English, thoughts and questions at a reasonable level of articulation.


Real Estate


New York, NY



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