Administrative Assistant

Gateway Management Company; Florence (AL); On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Company Paid Holidays

PTO

401(k)

Medical Insurance

Vision Insurance

Company Paid Basic Life Insurance and AD&D

Job summary

Gateway Management Company is seeking a highly organized and detail-oriented Administrative Assistant to support our Development and Asset Management team in Florence, Alabama. This role provides essential administrative, reporting, and operational support, coordinating with various stakeholders.

The ideal candidate is proactive and detail-focused, managing multiple priorities in a fast-paced environment. Key responsibilities include reporting, document preparation, and maintaining records, along with various administrative tasks.

The position offers benefits including company-paid holidays, PTO, and medical insurance.

Qualifications

• Strong organizational skills with excellent attention to detail.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.

Responsibilities

• Assist with monthly and quarterly reporting for lenders and investors.
• Prepare investor documents and portfolio-related reports.
• Maintain and update spreadsheets and internal reports.

Skills

Organizational skills

Communication skills

Proficiency in Microsoft Office

Ability to prioritize tasks

Education

Experience in administrative support

Tools

Microsoft Excel

Job description

Position Overview

The Gateway Companies is seeking a highly organized and detail-oriented Administrative Assistant to support our Development and Asset Management team for a multifamily property portfolio. This position provides essential administrative, reporting, and operational support while working closely with Asset Management, Accounting, Property Management, lenders, investors, and external partners. The ideal candidate is dependable, proactive, detail-focused, and able to manage multiple priorities while supporting a fast-paced team environment.

Key Responsibilities

• Assist with monthly and quarterly reporting for lenders, investors, ownership groups, and agencies.
• Prepare investor documents, certifications, and portfolio-related reports.
• Maintain and update spreadsheets, project tracking tools, ownership records, checklists, and internal reports.
• Support construction reporting, project documentation, and portfolio tracking.
• Assist with bank reconciliations, audit preparation, invoice processing, and financial documentation.
• Organize, scan, file, and maintain electronic and physical records.
• Process property tax documents, insurance certificates, claims tracking, and compliance-related items.
• Coordinate incoming and outgoing mail, shipping, office supplies, and administrative needs.
• Assist with scheduling meetings, conference calls, site visits, travel arrangements, and registrations.
• Support Asset Management with due diligence, special projects, and daily administrative tasks.
• Provide additional support to the Asset Management team as needs arise.

Qualifications & Skills

• Strong organizational skills with excellent attention to detail.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office, especially Excel.
• Ability to work independently and collaborate with multiple teams.
• Experience in administrative support, accounting, property management, or a related field preferred.
• Ability to handle confidential information with professionalism.
• Professional office environment with regular computer, email, and team communication.
• Position requires accuracy, organization, and the ability to support multiple departments.

Benefits

• Company Paid Holidays
• PTO
• 401(k)
• Medical Insurance
• Vision Insurance
• Company Paid Basic Life Insurance and AD&D