Our client, a growing mid-sized real estate Management & Consulting firm is seeking a full-time temporary to permanent administrative assistant to assist Management Executives in the oversight of 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.
Qualifications and Skills:
Ability to multi-task
Excellent communication and organizational skills
Ability to take initiative and anticipate upcoming tasks
Must be able to work independently
Ability to prioritize workload
Detail oriented, self-motivated and fast learner
Proficient in Word and Excel
Ability to attend monthly Board Meetings held in the evening.
College degree or equivalent experience (preferred)
Experience:
Administrative Assistant: 3 years (Preferred)
Administrative Duties:
Scheduling
Running errands
Stocking supplies
Sorting and sending mail
Answering and routing phone calls
Greeting visitors
Financial Duties:
Expense reports
Purchasing
Processing payments
Billing