Administrative Assistant Property Manager

Job Description

Job Description

Job Title:  Administrative Assistant 

Location: Buffalo, NY

Hire Type:   Direct Hire 

Pay Range: $20.00 - $25.00/hour

Work Type:  Full-Time 

Work Model:  Onsite

Work Schedule:  Monday - Friday, 8am – 5pm

Recruiter Contact:   Amy Dugenske | View phone number on ziprecruiter.com|  View email address on ziprecruiter.com

Nature & Scope:

Positional Overview

The Imagine Group is recruiting for an  Administrative Assistant  on behalf of our client, a leading privately held real estate development company specializing in the development, ownership, and management of commercial properties and retail centers in  Buffalo, NY . The organization manages a diverse portfolio of properties across multiple markets, delivering high-quality developments and creating successful environments for businesses, tenants, and communities.

In this role, you will be responsible for playing a critical role in ensuring the smooth and efficient operations of properties. Your primary responsibilities will include providing administrative support to the property management team, with an emphasis on electronic document and file management, compiling information, and distribution of materials. In addition, you will be responsible for performing accounting-related tasks and assisting with various other duties as assigned.

Role & Responsibility:

Tasks That Will Lead to Your Success :

• Issue a high volume of purchase orders, work orders, and process-related invoices, ensuring accuracy and completeness of the information.
• Maintain a thorough understanding of Nexus purchase orders and GL coding to facilitate the smooth processing of invoices.
• Address vendor and tenant questions and concerns in a timely and professional manner, and place service calls as needed, following up to ensure that issues are resolved satisfactorily.
• Assist with preparing bid documents, requesting bids, and preparing bid analysis, to support effective vendor management.
• Generate maintenance letters, bids, and form letters, utilizing templates and ensuring consistency and accuracy of information.
• Other duties as assigned, including providing support for special projects as needed.

Skills & Experience

Qualifications That Will Help You Thrive

• Microsoft Office experience is required, with advanced proficiency in  Excel  and experience using Word and PowerPoint. Proficient in using key technologies, including iPhone/iPad for mobile productivity, Microsoft Outlook for email management, and various platforms for photo sharing, camera usage and basic internet navigation.
• Strong written and verbal communication skills, with the ability to communicate clearly and professionally with a diverse range of stakeholders.
• Highly organized and detail-oriented, with the ability to manage multiple priorities and deadlines effectively.
• Self-motivated and results-driven, with a proactive approach to problem-solving.
• Bluebeam experience preferred, with the ability to utilize this software to support document management and collaboration.