Administrative Assistant - Property Management

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.

Qualifications:

• 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.