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Responsibilities
We’re looking for a highly organized, proactive Administrative Assistant to support a small team with daily operations.
Key Responsibilities Administrative & Personal Support
Manage calendars, schedule meetings, handle calls/emails, and prepare documents
Maintain personnel time‑off records
Organize physical and digital filing systems
Assist with audits, reporting, and company databases
Coordinate travel and expense reporting
Handle confidential tasks and occasional personal errands
Reorder office supplies and support event planning
Draft letters, invoices, and internal documents
Maintain client/vendor contact lists
Learn and support company proprietary software
Assist with social media, website updates, and marketing materials
Onsite Office/Building Support
Serve as backup onsite representative for tenants and visitors
Schedule and conduct property tours when needed
Assist with inspections, permits, and tenant inquiries
Assist with processing of applications, credit checks, and contracts
Coordinate maintenance and track property conditions
Support bookkeeping for rent, notices, and budgets
Maintain tenant and vendor records
Light Bookkeeping
Support Accountant with files for payables/receivables
Review invoices and monthly billing for accuracy
Send payment reminders and process client/vendor payments
File bills, invoices, and deposits
Qualifications
High school diploma required; associate/bachelor’s preferred
Proficiency in Microsoft 365 (Excel, Word, Outlook, Teams)
Experience with QuickBooks and social media platforms
Strong communication, organization, and customer service skills
Must have valid U.S. work authorization
Preferred Skills
Understanding of finance, banking, or brokerage fields
Ability to learn new software quickly
Detail‑oriented, patient, adaptable, and professional
Benefits
Observes NYSE Federal Holiday schedule (11+ paid holidays)
Paid time off: 7 vacation days, 3 sick days, 3 personal days, and 1 wellness/birthday day in year one
2× vacation buyback program for unused vacation after 6 months
401(k) with 6% company match after 3 years
50% employer‑paid Health, Dental & Vision after 90 days
Annual salary increases and bonuses (4–7%)
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