• Administrative Assistant - Property Management

    Job Locations US-NY-New York
  • The Administrative Assistant  - Property Management administrative support to the General Manager and Property Teams in order to ensure efficient operational organization. Responsible for maintaining the day-to-day relationships with customer contacts.

    As the Administrative Assistant - Property Management, one is held accountable to, however not limited to, the following job functions: 

     

    ADMINISTRATIVE

     

    • Answer and direct all incoming phone calls.  Provide assistance when possible and route calls to appropriate employees.
    • Greet visitors and clients.
    • Sort, organize and distribute all incoming mail.
    • Prepare and send all outgoing mail and packages including certified, overnight and special deliveries.
    • Type general correspondence and memos.
    • Update and file all documents for Vendors and Customers.
    • Create and maintain various filing systems in an accurate and organized manner.  Review, purge and forward files to appropriate storage location in accordance with company record retention policy.
    • Maintain and update employee, clients and customer contact databases.
    • Create/update mail merge data base and prepare correspondence for large mailings. 
    • Organize, compile and prepare reports for distribution.
    • Order and maintain adequate supply of departmental office supplies.
    • Organizes all conference room reservations. 
    • Organize department lunches, meetings, events and business travel.
    • Complete required training courses.
    • Support other special requests or projects as requested.

    OPERATIONS AND CUSTOMER SERVICE SUPPORT

    • Assist with customer service requests and escalate issues to the appropriate property management staff.
    • Follow-up with customers to ensure service requests are completed to their satisfaction.
    • Coordinate customer meetings, trainings and events.
    • Assist with coordination of customer move ins and outs.
    • Interact with customers to foster ongoing relationships.
    • Manage vendor certificates of insurance.
    • Prepare purchase orders, contracts and addendums.
    • Coordinate access for vendors.
    • Distribute documents to Lease Administration, such as certificates of insurance, commencement letters and other legal documents.
    • Update Building and Tenant Emergency Response Manuals.
    • Monitor work orders in Angus and ensure all requests are responded to within 30 minutes.  Assist teams with updates.

    REQUIRED QUALIFICATIONS

    • Real estate / property management experience. 
    • Proficiency with Microsoft Word and Excel
    • Ability to organize and prioritize workload
    • Strong written and verbal communication
    • Excellent attention to detail and accuracy. 
    • High school diploma.

     

    PREFERRED QUALIFICATIONS:   

    • Approximately 1-3 years of previous administrative experience.
    •  Some college.

     

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