On-Site Administrative Assistant

Key Responsibilities

• Serve as the first point of contact for residents, visitors, and vendors, responding to inquiries professionally and promptly.
• Perform general administrative duties including answering phones, managing emails, filing, scanning, and data entry.
• Meet required standards for responding to communications from residents, owners, staff, and vendors.
• Answer phone calls promptly; return any missed calls within four business hours.
• Assess and address resident or owner requests and concerns; escalate, as necessary.
• Be knowledgeable of building policies and available for individual meetings with Board Members or Residents.
• Implement hospitality best practices to enhance resident experience.
• Maintain and update resident and property records in property management software.
• Assist with scheduling and coordinating meetings, inspections, and property-related events.
• Process work orders, track maintenance requests, and communicate status updates to residents and management.
• Prepare reports, correspondence, and notices for management and residents.
• Assist with move-ins, move-outs, and lease documentation as needed.
• Support accounting functions such as preparing invoices, collecting payments, and reconciling petty cash.
• Maintain office supplies and ensure office equipment is functioning properly.
• Assist management team with special projects, events, or administrative tasks as needed.

Software & Systems Proficiency

• Yardi – basic data entry and reporting.
• Fresh Service – submitting and monitoring internal service requests, and check requests (reimbursement to Board/Super, insurance and vendor deposit) as needed.
• SharePoint – document management and record keeping.
• Microsoft Outlook, Excel, Word – communication lists, and templates.
• Building Link or Email distribution – resident updates, memos, Financial Statements distribution, etc.
• Monday.com – project tasks tracking and status updates (case-by-case).
• Avid – accounts payable system.
• Site-Compli – a working knowledge of for NYC market.

Qualifications

• High school diploma or equivalent; Associate’s degree preferred.
• 1–3 years of administrative experience, preferably in property management or real estate.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and property management software (Yardi, RealPage, or similar).
• Excellent verbal and written communication skills.
• Strong organizational skills with attention to detail.
• Ability to multitask, prioritize, and work independently in a fast-paced environment.
• Professional demeanor and ability to maintain confidentiality.