Administrative Assistant Property Management & Facilities

Job Details

Job Location

158 East 35th Street Townhouse - New York, NY

Position Type

Full Time

Education Level

High School

Salary Range

$26.00 - $26.00 Hourly

Travel Percentage

None

Job Shift

Day

Description

JOB SCOPE :

The Administrative Assistant supports the Property Management and Facilities team by performing a variety of administrative and clerical tasks. Responsibilities include managing documentation, coordinating maintenance requests, tracking vendor contracts, scheduling inspections and repairs, maintaining property records, and ensuring smooth daily operations of facilities. The role serves as a key point of contact for internal departments, vendors, and tenants, helping to ensure compliance with company policies and regulatory standards.

ESSENTIAL FUNCTIONS :

• Provide administrative support to the Property Management and Facilities teams.
• Maintain organized property records including leases, inspection reports, maintenance logs, and service histories.
• Serve as the first point of contact for tenant inquiries and coordinate timely, professional responses.
• Schedule and track facility repairs, inspections, preventive maintenance, and other recurring services.
• Manage and maintain multiple staff calendarsto ensure coordination of inspections, projects, and vendor visits.
• Track vendor contracts, manage invoices, and monitor service schedules.
• Support lease administration including renewals, rent adjustments, and documentation.
• Monitor and maintain inventory of supplies; place orders as needed.
• Assist with budget tracking and expense reporting.
• Prepare meeting agendas, take minutes, and organize follow-up actions.
• Coordinate move-ins / move-outs, building access, and key distribution for staff and tenants.
• Ensure compliance with safety regulations, building codes, and internal processes.
• Maintain detailed tracking of projects, tasks, and timelines to ensure nothing falls through the cracks.
• Leverage digital task / project management tools to support team accountability, improve workflows, and enhance planning.
• Drive the transition away from static spreadsheets and isolated work order logs to dynamic, centralized systems.

Qualifications

Qualifications