Administration Assistant

Chris Baily; New York (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

Fetner Properties seeks an Administrative Assistant to support the CFO and SVP in New York City. The role includes reception coverage, project support, document preparation, and file maintenance for contracts and licenses.

The successful candidate will manage schedules, coordinate with vendors and clients, and assist in special projects while maintaining a professional office environment. Strong MS Word/Excel, communication, and teamwork are essential.

Qualifications

• Strong organizational and prioritization abilities.
• Proficiency in Microsoft Word and Excel.
• Excellent written and verbal communication skills.
• Strong telephone presentation skills.
• Ability to work independently and within a team.

Responsibilities

• Provides reception coverage and answers telephones.
• Schedules meetings and coordinates with vendors and clients.
• Prepares correspondence, proposals and other documents for daily office activity.
• Maintains up-to-date and organized files including contracts and licenses.
• Assists management with special projects and office oversight.

Skills

Organizational skills

Verbal communication

Written communication

Self-motivation

Team collaboration

Education

High School diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

Job Description

Job Description Fetner Properties is a prestigious privately-held development, management and investment firm with a property portfolio that spans New York City. We aim to put a personal touch on everything we do and stay engaged on a human level with our full-service involvement in every step of the process. Whether it’s as advisors, owners, managers, or developers, we strive to stay active and present in this city and are always prepared to roll our sleeves up and go the extra mile.Founded in 1949, Fetner has a proven, unmatched track record. With rental, condominium, and mixed properties throughout New York City, Fetner continues to be at the forefront of New York Real Estate.

Job Title

Job Title: Administrative Assistant

FLSA Status

FLSA Status: Non-Exempt

Reports To

Reports To: CFO, SVPSupervisory Responsibilities: No

Scope and Purpose

The Administrative Assistant is responsible, under the direction of the CFO and SVP, for the job duties and responsibilities listed below in compliance with all company policies and procedures and all applicable Equal Employment Opportunity, Fair Housing and Human Rights statutes.

Duties and Responsibilities

The Administrative Assistant supports the following:

1. Administrative Support
2. Special Projects

Administrative Support

The tasks in the Administrative Assistant's area of responsibility include, but are not limited to, the following:

1. Provides reception coverage in the office, including answering telephones.
2. Effectively assumes duties of Administrative Assistant, where necessary.
3. Performs research and fact-finding tasks, which include tracking reports, scheduling meetings, communicating with vendors and clients.
4. Provides administrative assistance to Management, which includes the preparation of correspondence, proposals and other documents as part of the daily activities of the office.
5. Maintains up-to-date and organized files for site/corporate information, including contracts, and licenses.
6. Office management to include maintaining stock, and oversight of office functionality.
7. Perform accounts payable functions as needed.
8. Maintain payables system & software, ensure vendors are registered, payments are processed timely. Assist vendors and staff in resolving payables issues, interface with accounting and property management team to ensure timely processing.
9. Maintain a positive work atmosphere by acting and communicating in a manner so that you get along with customers, clients, co-workers and management.
10. Provide administrative assistance to Management, including the preparation of correspondence and other documents as part of the daily activities of the office.
11. Perform other related duties as required and assigned.
12. Assist in special projects
13. Special projects as assigned by the staff and/or executives of Fetner Properties.

Knowledge and Skills

1. Ability to organize and prioritize workloads.
2. High School diploma or equivalent.
3. Proficiency in Microsoft Word and Excel.
4. Excellent written and verbal communication skills.
5. Excellent telephone presentation skills.
6. Self-starter with the ability to work independently and within a team.

Working Conditions

1. Position is located in New York City (Manhattan)
2. Overtime may be required to complete tasks assigned.