Administrative Assistant

So Hudson 555 Management Inc; San Francisco (CA); On-site; USD 65,000 - 75,000; Full time

Job summary

Vornado Realty Trust, a premier NYC-based REIT, is seeking an Administrative Assistant for its San Francisco property management team. You will greet tenants, visitors, and vendors at a Class A asset, manage front desk operations, and coordinate mail, packages, and calls to ensure a consistently high level of service.

Responsibilities include conference room scheduling, visitor sign-in, coordinating security, processing mail, maintaining supplies, and supporting onboarding and special projects

Qualifications

• Bachelor’s degree a plus, high school diploma required.
• 2–6 years of experience in a receptionist, front desk, or customer-facing administrative role preferred; commercial real estate or hospitality experience a plus.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and general office equipment

Responsibilities

• Serve as the first point of contact for tenants, visitors, and vendors arriving at the management office, greeting each guest promptly and professionally
• Manage visitor sign-in and badge issuance, verifying identification and notifying the appropriate staff member of arrivals
• Maintain a polished, organized, and welcoming front desk and reception area at all times
• Coordinate conference room scheduling and setup for internal and external meetings, including hospitality needs as requested
• Anticipate visitor and tenant needs, providing building information, directions, and general assistance as requested
• Escalate non-routine visitor or tenant matters to the APM, SPM, or GM as appropriate
• Answer, screen, and route incoming calls to the management office promptly and courteously, taking accurate messages when needed
• Receive, sort, and distribute incoming mail and packages to the appropriate staff and tenants in a timely manner
• Coordinate outgoing mail and courier/messenger services as requested by the management team
• Maintain accurate logs of deliveries, packages, and visitor traffic as required
• Administer visitor and vendor sign-in procedures in coordination with building security
• Support the building access card program, including processing routine requests and directing non-routine items to the APM
• Maintain office supply inventory, placing orders as needed and coordinating with vendors on delivery and restocking
• Coordinate routine maintenance and repair requests for office equipment (copiers, phones, etc.)
• Support tenant service request intake, entering requests into the work order system and routing to engineering or the appropriate team
• Assist with new employee onboarding logistics, including badge issuance and office orientation
• Compose and format routine correspondence, memos, and documents as directed, maintaining high standards for accuracy and presentation
• Maintain complete, organized, and current front-office files and records
• Support the management team with special projects and administrative tasks as assigned
• Support hospitality setup for internal and external meetings and events
• Maintain and distribute updated tenant, vendor, and staff contact lists as needed

Skills

Customer service

Organizational skills

Communication

Multitasking

MS Office

Education

High school diploma

Bachelor’s degree

Job description

General Purpose / Summary of Job: Vornado Realty Trust (NYSE: VNO) is an equity Real Estate Investment Trust (REIT) with over 30 million square feet of office and retail properties under management. With portfolio concentration in New York City, Vornado also owns premier assets of theMART in Chicago and the 555 California Street complex in San Francisco. Vornado’s reputation in the industry is one of unmatched quality and integrity.

Vornado's San Francisco property management team is seeking an Administrative Assistant to serve as the welcoming first point of contact for tenants, visitors, and vendors at a Class A institutional office asset in downtown San Francisco. This role manages the management office front desk, incoming calls, mail and package handling, and day-to-day office administration, ensuring every visitor and caller experiences a consistently professional and high-quality level of service.

Primary Duties and Responsibilities:

Front Desk & Visitor Reception

• Serve as the first point of contact for all tenants, visitors, and vendors arriving at the management office, greeting each guest promptly and professionally


• Manage visitor sign-in and badge issuance, verifying identification and notifying the appropriate staff member of arrivals


• Maintain a polished, organized, and welcoming front desk and reception area at all times


• Coordinate conference room scheduling and setup for internal and external meetings, including hospitality needs as requested


• Anticipate visitor and tenant needs, providing building information, directions, and general assistance as requested


• Escalate non-routine visitor or tenant matters to the APM, SPM, or GM as appropriate

Phone & Mail Administration

• Answer, screen, and route incoming calls to the management office promptly and courteously, taking accurate messages when needed


• Receive, sort, and distribute incoming mail and packages to the appropriate staff and tenants in a timely manner


• Coordinate outgoing mail and courier/messenger services as requested by the management team


• Maintain accurate logs of deliveries, packages, and visitor traffic as required

Building & Office Support

• Administer visitor and vendor sign-in procedures in coordination with building security


• Support the building access card program, including processing routine requests and directing non-routine items to the APM


• Maintain office supply inventory, placing orders as needed and coordinating with vendors on delivery and restocking


• Coordinate routine maintenance and repair requests for office equipment (copiers, phones, etc.)


• Support tenant service request intake, entering requests into the work order system and routing to engineering or the appropriate team


• Assist with new employee onboarding logistics, including badge issuance and office orientation

Administrative Support

• Compose and format routine correspondence, memos, and documents as directed, maintaining high standards for accuracy and presentation


• Maintain complete, organized, and current front-office files and records


• Support the management team with special projects and administrative tasks as assigned


• Support hospitality setup for internal and external meetings and events


• Maintain and distribute updated tenant, vendor, and staff contact lists as needed

Job Qualifications:

• Strong customer service orientation with a professional, welcoming demeanor


• Excellent organizational skills and attention to detail ; Strong written and verbal communication


• Ability to manage multiple priorities, phone lines, and visitor traffic simultaneously in a fast-paced environment


• Proficiency in Microsoft Office (Word, Excel, Outlook) and general office equipment


• Ability to exercise discretion and sound judgment in handling tenant, vendor, and visitor matters

Education / Experience:

• Bachelor’s degree a plus, high school diploma required


• 2-6 years of experience in a receptionist, front desk, or customer-facing administrative role preferred; commercial real estate or hospitality experience a plus

The starting base salary for this San Francisco, CA based position is expected to be between $65,000 and $75,000 annually. Actual salary will be determined based on skills, experience (to the extent relevant), and other job-related factors, consistent with applicable law.

Vornado Realty Trust is not offering relocation for this position located in San Francisco, CA.

Vornado Realty Trust is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, or status as a qualified individual with a disability.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.