Property Assistant

Jamestown; Newport (KY); On-site; USD 36,000 - 48,000; Full time

Job summary

Jamestown is seeking a Property Assistant for the Newport on the Levee property in Kentucky. The role focuses on front desk duties, guest reception, and support for the GM/AGM with daily property tasks.

The ideal candidate has 1–2 years of administrative experience, a Bachelor’s degree, and strong organizational skills. Occasional after-hours and weekend support may be required, with a professional and courteous demeanor.

Qualifications

• Minimum 1-2 years of administrative experience, preferably in property management.
• Bachelor’s degree from a 4-year college or university is required.
• Financial acumen and attention to detail are essential.
• Results-driven with strong organizational and planning skills.
• Exceptional communication and interpersonal skills with a customer-service focus.
• Proficiency in Microsoft Office (Outlook, Word, Excel).

Responsibilities

• Provide front desk coverage, answer calls, and greet guests professionally.
• Log in packages and coordinate distribution to employees.
• Manage mailroom and distribute mail; inform security of issues.
• Maintain vendor and tenant contact information and schedules.
• Assist with events, office operations, and conference room management.
• Code and process invoices; support accounting and management teams.
• Maintain and update tenant manuals, energy/utilities tracking, and reports.

Skills

Administrative experience

Customer service

Microsoft Office

Education

Bachelor's degree

Tools

Microsoft Excel

Job description

Jamestown's Newport on the Levee

POSITION/LEVEL: Property Assistant FLSA STATUS: Non-Exempt

DEPARTMENT: Property Management DATE: August 2026

Position Summary

This is a highly visible position expected to display and maintain the utmost professionalism at all times. Responsible for all lobby functions, including answering & directing calls, taking/forwarding messages, receiving guests & notifying internal employees of their arrival & keeping the lobby clean, organized & well maintained. Also responsible for assisting GM and AGM with general property functions.

The Property Assistant must be a team player with a positive attitude and demonstrated flexibility. The ideal candidate will display strong customer service skills and experience, along with presenting themselves in a professional and courteous manner.

Must be available Monday through Friday from 9:00am-5:00pm and must be flexible and willing to assist with a variety of duties as directed including assisting with events after hours and on some weekends. This position is supervised by the Assistant General Manager & General Manager.

Specific Duties And Responsibilities (Essential Job Functions)

• Provide front desk coverage through answering main phone lines timely and greeting guests in a professional, courteous manner
• Answers and directs incoming calls
• Logs in packages; coordinates distribution to employees
• Manages the mailroom and assists with distributing mail
• Informs security if there are any issues for their attention
• Shares knowledge of Newport on the Levee events with callers, guests, and employees
• Maintains and updates employee contact information on phone lists, titles, quick lists, etc.
• Curates all teams weekly schedules and distributes to all staff
• Maintains and updates all Vendor and Tenant contact information.
• Maintains updated certificates of insurance for both Vendors and Tenants with correct requirements
• Prepare and edit correspondence, communications, presentations, and other documents. This includes correspondence and notifications that go out to tenants
• Assist in responding to and logging all guest issues/comments in a professional, courteous manner.
• Manages project and work order management system.
• Code and process all invoices in a timely manner and effectively communicate with the accounting and management team
• Completes monthly sales psf maps, quarterly sales reports, and ensures sales are entered into MRI and spreadsheet in a timely manner
• Pull monthly utility invoices for processing and get them to Jason to billback to tenants
• Send monthly utility invoices to tenants
• Manage the credit card receipts, pull AMEX statement and submit form for wiring monthly
• Manage the community calendar with updated events and happenings around the Greater Cincinnati area
• Maintains tenant late opening/early closing report, tenant maintenance tracker, and Energy Star utility entry
• Maintain and organize tenant and vendor files
• Order and maintain an inventory of office supplies and equipment
• Ensure office presentation is professional at all times, including the conference room and community rooms
• Manage conference room and the conference room calendar
• Develop and maintain positive relations with retailers, office tenants, and vendors
• Coordinate with IT for office projects – Conference Rooms, etc.
• Update tenant manuals , and construction/design manuals
• Provide refreshments for meetings and daily use. Assist in coordinating special outings, team birthdays, holiday parties, etc.
• Assist with purchasing items for events and event operations
• Works efficiently with multiple departments ensuring real-time communication and follow-through
• Other responsibilities as requested

Other Job Requirements

• Provides backup on various admin tasks as assigned
• Assists with general maintenance of kitchens and other common areas
• Inputs info and creates labels for Fed Ex/UPS pkgs
• Must be highly organized

Qualifications

• Minimum 1-2 years of administrative experience, preferably in property management
• Bachelor’s degree required from 4-year college or university
• Financial acumen
• Attention to detail
• Results driven
• Marketing and technologically savvy
• Strong organizational and planning skills required
• Exceptional communication and interpersonal skills with a customer-service focus
• Proficiency in Microsoft Office (Outlook, Word, and Excel)

Physical Requirements

• Sitting for up to 8 hours a day
• Standing for up to 8 hours a day
• Walking for up to 8 hours a day
• Ability to lift up to 20 pounds
• Stooping
• Using a telephone
• Communicating verbally in person and on the telephone
• Ability to climb ladders and stairs
• Ability to use a computer
• Ability to multi-task
• Smiling