Administrative Assistant

Gateway Search Associates; Harmonville (PA); On-site; USD 34,000 - 42,000; Full time

Job summary

Gateway Search Associates in Plymouth Meeting, PA, is seeking an Administrative Assistant for a premier real estate firm. You will support Property Management and Construction teams, serving as the friendly face for tenants, vendors, and visitors.

Reporting to the Property Manager, you will handle office operations, system administration, and scheduling, ensuring daily activities run smoothly in a fast-paced onsite environment.

Qualifications

• High school diploma or equivalent required.
• Prefer prior office or property management experience.
• Competent computer skills; MRI experience a major plus.
• Highly organized, detail-oriented, reliable, and a team player.
• Excellent customer service with professional demeanor.

Responsibilities

• Tenant & Vendor relations: primary contact via phone, email, and in-person; dispatch urgent requests to staff immediately.
• System Administration: corporate administrator for work-order system, managing user access, conference room bookings, and troubleshooting.
• Operations Support: handle vendor setups, process tenant Bill Backs, issue building access cards, and manage fitness center waivers.
• Contract & Compliance Tracking: collect contractor certificates of insurance and maintain digital property contract logs.
• Office Coordination: keep the office fully stocked, maintain office manuals, distribute weekly calendars/activity updates, and assist with paperwork and scheduling.

Skills

Customer service

Organizational skills

Team player

Detail oriented

Education

High school diploma

Tools

MRI

Job description

Plymouth Meeting, United States

• Position Description Administrative; Other
• Account Manager Patrick Luddy, Jr.
• Job Type Full time
• Work Model ONSITE
• City Plymouth Meeting
• Country United States
• State/Province Pennsylvania

Job Description

Our client is a premier, dynamic real estate firm dedicated to creating exceptional property experiences. They thrive on a corporate culture rooted in commitment, collaboration, excellence, and mutual trust. They believe in empowering their employees, celebrating teamwork, and maintaining an upbeat, supportive office environment where individual contributions truly matter. If you are looking for a reliable, professional, and engaging company to grow your career, this is an exceptional place to work.

Position Summary

Reporting directly to the Property Manager, the Administrative Assistant serves as the heartbeat of the office. In this role, you will provide critical administrative support to the Property Management and Construction teams to ensure daily operations run seamlessly. You will be the welcoming face and voice of the organization for tenants, vendors, and visitors.

Key Responsibilities

• Tenant & Vendor Relations: Act as the primary point of contact via phone, email, and in-person; dispatch urgent requests to staff immediately.
  
• System Administration: Serve as the Corporate Administrator for the work-order system, managing user access, conference room bookings, and troubleshooting.
  
• Operations Support: Handle vendor setups, process tenant "Bill Backs," issue building access cards, and manage fitness center waivers.
  
• Contract & Compliance Tracking: Collect contractor certificates of insurance and maintain digital property contract logs.
  
• Office Coordination: Keep the office fully stocked, maintain office manuals, distribute weekly calendars/activity updates, and assist the team with paperwork and scheduling.
  

Requirements

• High school diploma or equivalent.
  
• Previous office or property management experience is preferred.
  
• Competent computer skills; experience with MRIis a major plus.
  
• Highly organized, detail-oriented, reliable, and a self-motivated team player.
  
• Excellent customer service skills with a positive attitude and professional demeanor.