Administrative Assistant

Job Description

Administrative Assistant

100% onsite - Brooklyn, NY, Elmhurst, NY & Fashion District, PA

Mix between 3 - 6mth contracts

Partnering up with a shopping center developer, who has some temporary support needs. Depending on the location, will alter the terms of engagement. In all situations, we are seeking administrative assistants to assist in the day-to-day operations of the property. These duties include customary administrative support for the General Manager(s), Operations Manager(s), and Tenant Coordinator(s).

Responsibilities :

• Serve as the front desk representative, managing phones, door access, inquiries, and mail distribution.
• Perform general administrative tasks including document creation, file maintenance, copying, and faxing.
• Act as liaison between tenants and property teams (maintenance, HVAC, marketing, housekeeping), distributing information as needed.
• Support Operations, Marketing, Maintenance, Security, and Leasing teams with tenant-related tasks and communications.
• Maintain and update tenant records, emergency contacts, lease documentation, and compliance tracking.
• Manage vendor and contractor insurance (COIs), access coordination, and documentation for construction and maintenance.
• Coordinate meeting room scheduling, community activation calendars, and ensure cleanliness of shared spaces
• Process invoices, support Accounts Payable, and maintain databases (Yardi, MacCentral, DocuSign).
• Assist with capital projects, lease execution, and tenant onboarding including welcome letters and handbook distribution.
• Attend mandatory meetings / trainings and support special events with flexible scheduling.
• All other duties as assigned.

Experience / Background :