Administrative Assistant

Confidential; Miami, Fort Lauderdale (FL, FL); Hybrid; USD 21,000 - 34,000; Part time

Job summary

Confidential Private Office seeks a highly organized Property Management & Administrative Assistant to support the Owner across a diversified real estate portfolio. The role focuses on property management administration while providing executive support to the Operations Team.

Remote work with occasional on-site visits in the Miami area requires discretion and professionalism. The candidate will manage multiple properties, supervise vendors, and coordinate calendars, travel, and communications,

Qualifications

• 1-2 years experience in property assistance, administration, or portfolio coordination.
• Highly organized with exceptional attention to detail.
• Ability to manage confidential information with discretion.
• Strong written and verbal communication skills.
• Proactive problem-solver with high accountability.

Responsibilities

• Oversee administrative management of properties across multiple states and international locations.
• Monitor and track monthly rent payments, maintenance fees, and HOA payments.
• Manage property taxes and insurance policies for all properties.
• Maintain and update property management software (Yardi).
• Prepare and deliver monthly real estate performance reports to the Owner.
• Serve as liaison between Owner, property managers, agents, building management offices, and utility providers.
• Coordinate utility accounts and setup appointments.
• Monitor rent collections and address discrepancies.
• Ensure compliance documentation and renewals are completed on time.
• Manage Owner’s calendar and executive assistance tasks.
• Assist with monitoring, organizing, and prioritizing email correspondence.
• Coordinate meetings, travel logistics, and shipments.
• Monitor subscriptions and vehicle-related tasks.

Skills

Highly organized

Discretion

Communication

Problem-solving

Job description

Property Management & Administrative Assistant

Confidential Private Office

Employment Type: part-time; 20-30 hours per week, with the potential to grow into full-time.

Employment Location: remote in the Miami-Fort Lauderdale area (candidate MUST live in South Florida). This position requires some onsite visits within the Miami area, but mainly works remote.

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Property Management & Administrative Assistant to support the Owner of a diversified real estate portfolio across multiple states and internationally.

This role is primarily focused on property management administration, while also providing executive and personal support to the Owner's Operations Team. The ideal candidate thrives in a fast-paced environment, can manage multiple properties and vendors simultaneously, and demonstrates exceptional discretion and professionalism.

Primary Responsibilities – Property Management & Portfolio Administration

• Oversee administrative management of residential and commercial properties across multiple states and international locations.
• Monitor and track monthly rent payments, maintenance fees, special assessments, and HOA payments.
• Manage property taxes (FL, CT, NY) and insurance policies for all properties.
• Maintain and update property management software (Yardi).
• Prepare and deliver monthly real estate performance reports to the Owner.
• Serve as liaison between the Owner, property managers, agents, building management offices, and utility providers.
• Manage utility accounts including FPL (FL), SCG/UI/Aquarion (CT), and coordinate Breezeline setup appointments.
• Monitor rent collections and address discrepancies.
• Ensure compliance documentation and renewals are completed on time.

Executive & Personal Assistant Responsibilities

• Manage and maintain the Owner’s calendar (meetings, calls, and events) in tandem with his larger team.
• Assist with monitoring, organizing, and prioritizing email correspondence.
• Create FedEx labels and coordinate shipments.
• Coordinate recurring and annual obligations including industry events, compliance deadlines, vehicle registrations, holiday gratuities, and gifting.
• Coordinate meetings and travel logistics.
• Assist with visiting business associates and training coordination.
• Monitor Amazon account and recurring subscriptions.
• Manage SunPass accounts and vehicle tag updates.
• Oversee miscellaneous administrative and personal coordination tasks as needed.

Qualifications

• 1-2 years experience in property assistance, administration, or portfolio coordination.
• Highly organized with exceptional attention to detail.
• Ability to manage confidential information with discretion.
• Strong written and verbal communication skills.
• Proactive problem-solver with high accountability.