Property Management Administrative Assistant

Job Description

Job Description

Summary: Supports the daily operations of co-op community consisting of 440 units, acting as a liaison between tenants, vendors, and property manager and ensuring operational efficiency. 

Responsibilities:

Tenant Customer Relations

• Serve as the first point of contact for resident inquiries via phone, email, and in-person, handling incoming and outgoing communications.
• In conjunction with the property manager, assist in resolutions of tenant complaints and issues, coordinate maintenance requests, and track service follow-ups.
• Prepare and send necessary correspondence, including notices, tenant violations and rule infractions, tenant/shareholder correspondence and mailings.
• Assist in managing package hub and access codes.

Record Administration

• Maintain accurate property records, including tenant information, parking and storage assignments, and compliance documentation.
• Prepare, process, and track lease agreements, renewals, screenings, and move-in/move-out documentation.
• Track tenant deliveries and certificates of insurance. Communicate daily delivery schedule to staff.
• Filing to include building, vendor, owner/shareholder, and network files.
• Maintain service agreements.

Office Operations Financial Support

• Manage general administrative tasks, including organizing office, mail, maintaining calendars, and drafting correspondence.
• Collect, record, and track monthly rent payments received, late fees, and security deposits.
• Assist with expense tracking and reporting.
• Communicate additional charges to be added to monthly maintenance.
• Assist property manager with accounts payable/receivable, purchase orders, and expense tracking.
• Assist in Annual Meeting preparations, including meeting documentation mailing, meeting coordination, collection of proxies, oversee attendee sign-in.
• As needed, assist in taking minutes and calculating elections.
• Prepare monthly Board agendas and Board reports for Property Manager.

Other Duties as assigned

Qualifications:

Essential Qualifications

• Experience: Minimum 1-2 years of administrative support, customer service, or property management experience.
• Communication Skills: Exceptional written and verbal communication, plus the ability to de-escalate stressful tenant situations.
• Relationship Building: Cultivate positive relationships with neighbors, fostering trust and community.
• Organization: Strong time-management abilities with meticulous attention to detail.
• Technology: Proficiency with Microsoft Office Suite (Word, Excel, Outlook)

About Company

Einsidler Management, Inc. is a full-service, family-owned and operated Residential Property Management firm. We specialize in serving cooperatives, condominiums, and homeowners associations throughout Nassau and Suffolk County, New York.

What We Offer

• Benefits offered
• Supportive and collaborative work environment
• Paid time off and company holidays