Real Estate Administrative Assistant

Position Title: Administrative Assistant Real Estate

Status: Temp to Perm

Location: New York City, New York, Zip 10003 On-site

Hours: 25-30 hr work week, Mon Fri, Flexible on days or full days. 3:00pm - 6:30pm is critical to coordinate with showings and agents.

Pay: $30/hr

Job Summary

We are looking for a part-time Administrative Assistant to join our real estate investment group. The team invests in unique real estate deals and simultaneously manages residential, rental, and commercial assets in NYC and the surrounding areas. With the help of the Administrative Assistant, the team will continue to grow its operations and solidify daily administrative support to ensure clients and business partners receive an outstanding customer experience.

The ideal candidate will have a background in Real Estate; however, this is not required. The best fit for this position is someone who loves paperwork, creating and implementing systems/procedures, and organizing and prioritizing.

Essential functions

• Schedule meetings and appointments.
• Provide administrative support to executives.
• Create, manage, and execute the necessary documents for sellers/buyers & landlords/tenants, including exclusive agreements, disclosure forms, required application documents, etc.
• Review and organize rental applications.
• Schedule and manage all photography, videography, and other marketing tools.
• Collect all property information/documentation from the property manager.
• Create timelines and follow up with individuals as needed to ensure all deadlines are met.
• Help to write rental descriptions.
• Help to list new availabilities on our Real Estate platforms.
• Organize Database/CRM.
• This person should LOVE checklists, to-do lists, and paperwork.
• Assist Property Managers and office staff with various administrative and property management tasks.
• Assist tenants and vendors by managing queries and requests professionally.
• Assist with preparing correspondence for resident/commercial tenants.
• Prepare communications such as office memos, emails, invoices, reports, and other correspondence.
• Create and maintain highly organized filing systems, both electronic and physical.
• Handle day-to-day administrative tasks with diligence and accuracy.
• Copy, file, and scan as needed.
• Answer phones professionally and greet visitors.
• Ad hoc job responsibilities related to administrative support for the manager.
• Respond to email requests for apartment showings, schedule appointments with potential tenants, and provide access to interested candidates for apartment viewings.

Required Qualifications

• Strong written and verbal communication skills.
• Exceptional organizational abilities.
• Bookkeeping skills.
• Meticulous attention to detail.
• Calm under pressure - Must be able to deal with strong personalities.
• Learning-based.
• Service-based attitude.
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Excellent computer and internet skills.
• Must be hard-working, detail-oriented, and a team player.
• Outstanding communication and customer service skills, both verbal and written.
• Possess strong organizational, analytical, and problem-solving skills.
• Close attention to detail and accuracy in documentation and reporting.
• Friendly, personable, and able to think on their feet.
• Responsible, well-spoken, trustworthy.
• Highly organized, relaxed, and detail-oriented.
• Ability to maintain composure within a fast-paced, ever-changing environment.
• Proactive, flexible, calm, and confident.
• Ability to work on multiple projects simultaneously.
• Strong problem-solving skills.
• Punctual, detail-oriented, efficient, and reliable.
• Ability to work independently and as a team.
• Polished, confident, and upbeat personality.

We are an equal opportunity employer and comply with all applicable federal, state, and local fair employment practices laws. We strictly prohibit and do not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex, sexual orientation, gender (including gender identity and expression), marital or familial status, age, physical or mental disability, perceived disability, citizenship status, service in the uniformed services, genetic information, height, weight, or any other characteristic protected under applicable federal, state, or local law. Applications from members of minority groups and women are encouraged.