Executive Property Management Admin - Portfolio & Compliance

Advice Personnel; New York (NY); On-site; USD 85,000 - 95,000; Full time

Benefits offered by this job

401(k) plan

Benefits package

Job summary

Advice Personnel is seeking an Administrative Assistant to the Head of Property Management in NYC. The role offers a corporate-level position with portfolio-wide exposure and direct interaction with senior property management leadership across multiple commercial properties.

You will coordinate operations, reporting, compliance and vendor management while supporting deadlines and strategic initiatives. A background in NYC CRE operations and familiarity with Yardi/MRI/Avid is a plus.

Qualifications

• 4-6 years of commercial real estate experience, ideally as an Assistant Property Manager or Administrative/Executive Assistant
• Experience supporting multiple commercial properties or across a portfolio
• Strong organizational skills and attention to detail
• Comfortable managing multiple deadlines, vendors, financial information and compliance requirements
• Strong communication skills with both building teams and corporate leadership
• Knowledge of NYC commercial real estate operations and building compliance
• Proactive, polished and collaborative approach
• Experience with Yardi, MRI or Avid is a plus, but not required

Responsibilities

• Coordinate operational and administrative workflows across multiple commercial properties
• Support monthly, quarterly and year-end reporting, including budgets, actuals, expenses and capital expenditures
• Coordinate invoices, payroll review, utility expenses, GL coding and payment approvals
• Track NYC compliance requirements, including DOB filings, elevator inspections, energy requirements and Local Law reporting
• Monitor violations, insurance requirements, incident reports and other risk-management items
• Coordinate vendor contracts, W-9s, COIs, lien waivers and payment documentation
• Maintain organized records for properties, vendors, contracts, compliance matters and projects
• Partner with property managers and building teams to ensure deadlines and follow-ups are handled
• Support building access, utility accounts, technology/telecom and other operational needs
• Identify process gaps and help keep portfolio-wide initiatives organized and on schedule

Skills

Organizational skills

Attention to detail

Communication skills

Deadline management

Proactive and collaborative

Tools

Yardi

MRI

Avid

Job description

Advice Personnel is seeking an Administrative Assistant to the Head of Property Management in NYC. The role offers a corporate-level position with portfolio-wide exposure and direct interaction with senior property management leadership across multiple commercial properties.

You will coordinate operations, reporting, compliance and vendor management while supporting deadlines and strategic initiatives. A background in NYC CRE operations and familiarity with Yardi/MRI/Avid is a plus.