Administrative Assistant

Core Executive Recruiting LLC.; New York (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

Administrative Assistant role in a fast-paced commercial real estate environment. You will support property management with calendars, meetings, and building records, while processing invoices and coordinating tenant services.

The ideal candidate has 3+ years of administrative experience, strong customer service and MS Office skills; Yardi experience is a plus. This position requires organization and the ability to manage multiple priorities.

Qualifications

• Minimum 3 years administrative experience; commercial real estate or property management preferred.
• Strong customer service, interpersonal, and professional communication skills.
• Highly organized with the ability to manage multiple priorities and deadlines.

Responsibilities

• Provide day-to-day administrative support to the property management team, including calendars, meetings, correspondence, filing, reports, and building records.
• Process invoices through Yardi, assist with accounting coding, and support monthly reporting, operating budgets, and capital budget tracking.
• Coordinate tenant service requests, work orders, building access, security cards, contractor access, and vendor documentation.
• Maintain tenant and vendor records, including insurance certificates, contact lists, building information, and required compliance documentation.
• Support tenant relations, including move-ins and move-outs, building communications, signage, directories, leasing tours, and tenant events.
• Assist property management and engineering teams with inspections, reporting, utility information, preventive maintenance documentation, purchasing, and other operational needs.

Skills

Customer service

Interpersonal skills

Professional communication

Highly organized

Detail-oriented

Multitasking

Time management

Self-motivated

Responsive

Dependable

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Yardi

Job description

The Administrative Assistant serves as a key point of contact for tenants, vendors, contractors, visitors, and the property management team. This position requires strong customer service, organization, communication, and the ability to manage multiple priorities in a fast-paced commercial real estate environment.

Responsibilities

• Provide day-to-day administrative support to the property management team, including calendars, meetings, correspondence, filing, reports, and building records.
• Process invoices through Yardi, assist with accounting coding, and support monthly reporting, operating budgets, and capital budget tracking.
• Coordinate tenant service requests, work orders, building access, security cards, contractor access, and vendor documentation.
• Maintain tenant and vendor records, including insurance certificates, contact lists, building information, and required compliance documentation.
• Support tenant relations, including move-ins and move-outs, building communications, signage, directories, leasing tours, and tenant events.
• Assist property management and engineering teams with inspections, reporting, utility information, preventive maintenance documentation, purchasing, and other operational needs.

Qualifications

• Minimum of 3 years of administrative experience; commercial real estate or property management experience preferred.
• High school diploma or equivalent required.
• Strong customer service, interpersonal, and professional communication skills.
• Highly organized and detail-oriented with the ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint; Yardi experience is a plus.
• Self-motivated, responsive, and dependable with the ability to work effectively with tenants, vendors, contractors, and internal teams.