Fortress Management

Fortress Management is a privately held small family real estate investment firm. This role works directly with the Principal and could provide for future opportunities for growth as the company's goals change.

ASSISTANT PROPERTY MANAGER – 80%

PERSONAL ASSISTANT – 20%

Position/Title: Administrative Assistant for Fortress Management and Personal Assistant duties supporting CEO

Job Description: The Assistant Property Manager (APM) is responsible for assisting the property manager at the corporate headquarters and provide nominal office management for a family owned company. The Personal Assistant is responsible for handling out-of-the-office errands and other personal tasks for the CEO.                

Administrative Responsibilities:

• Receive, screen and direct incoming telephone calls in a courteous, friendly, and prompt manner; provide information to callers and take messages as necessary. 
• Greet and direct guests/visitors.
• Collect, sort and distribute mail, including courier packages.
• Secure and maintain office and personal supplies for CEO and office.
• Oversee petty cash fund.
• Maintain office filing.
• Process various reports, forms and other documents using Word and Excel.
• Assure CEO’s office is clean and orderly and maintains professional appearance.
• Provide support and assistance for late meetings as needed.
• Track & plan staff birthday/anniversary celebrations.
• Oversee the acquisition and maintenance of office equipment, office supplies.
• Supervise space management in the copy room, organization and effective use to maximize utility, supervise removal of documents into storage, supervise organization of storage facility and document retrieval.
• Provide administrative support to team.
• Special projects, as needed.

Assistant Property Manager

• First point of contact for all vendor and tenant correspondence
• Keep update files of tenant’s gross sales, maintenance reports, and Certificates of Insurance.
• Maintain the third-party reports, mailings, etc.
• Make copies, scan documents, mail and overnight document delivery, schedule conference calls, follow up on document receipt from outside vendors and service providers.
• Running Accounts Receivable reports, applying late fees, sending default notices.
• Invoice coding
• Vendor negotiations
• Special projects as needed

Personal Assistant to the CEO Scope of Responsibilities:

• Assist Principal with personal tasks/projects such as coordination of events, car maintenance, appointments, etc.
• Driving/accompanying Principal to various appointments as needed, out-of-office errands and/or purchases.
• Support billing review process by gathering vendor invoices, conducting initial verifications, review them directly with the Principal for approval, and deliver approved invoices to the accounting team for timely payment.
• Conduct periodic walkthroughs and manage external vendor relationships for repairs, installations, and specialized projects at the Principal’s private residence.

Qualifications:

·         Ideal candidate will have a minimum of 1 years administrative assistance experience (preferably supporting high profile professional)

·         Unwavering loyalty

·         Commitment to excellence

·         Team player; positive can-do attitude. Willing to ask questions and learn.

·         Reliable, trustworthy, flexible

·         Discretion, good judgment and ability to handle highly confidential material and matters.

·         Exceptional interpersonal skills, works well under pressure and experience working with strong and demanding personalities.

• Computer proficiency, including knowledge of Microsoft Word, Outlook, and Teams.
• Accuracy and attention to detail; ability to work quickly and efficiently
• Excellent organizational and time management skills; able to prioritize
• Strong communication skills (verbal, written and listening)
• Able to work under tight deadlines, remain aware of shifting priorities and anticipate “last second” changes
• Respond expeditiously to diverse assignments and take responsibility for projects from beginning to end
• Capacity to manage multiple projects independently
• Take initiative
• Must have “whatever it takes” attitude
• Must possess a valid driver’s license and a vehicle to use during working hours
• Knowledge of real estate terminology desirable, but not required.
• Willing to dedicate extra hours to get the job completed as needed.