Administrative Assistant

Job Overview

Empire Companies is seeking a highly organized Administrative Assistant to support the Portfolio Manager and Operations Director. This role is ideal for someone who thrives on organization, structure, and keeping systems running smoothly.

Location: 33 Lyman Street, Westborough MA
Office Hours: 8:00 AM to 4:00 PM
Schedule: Days may vary, however Mondays and Fridays are required.

Part time and full time candidates will be considered. Part time positions do not include benefits.

About the Role

This position will serve as the direct administrative support for multiple Property Managers overseeing multiple properties. The role focuses on coordination, documentation, scheduling, and keeping information organized across multiple properties and vendors.

The ideal candidate is someone who naturally creates order, tracks details carefully, and enjoys managing lists, deadlines, and records. Strong organizational skills are essential as this position will help maintain systems that keep property operations running efficiently.

Key Responsibilities

Administrative Support

• Draft routine emails to owners and vendors
• Prepare meeting notices and mailings
• Assemble board meeting packets
• Maintain vendor files and documentation
• Track certificates of insurance
• Update owner contact information and records

Work Order Coordination

• Enter and assign maintenance requests
• Coordinate scheduling with vendors
• Track progress of open work orders
• Confirm completion of work and request invoices

Accounts Coordination Support

• Log invoices for approval
• Monitor aging reports
• Prepare late notices for review
• Track delinquency reports

Compliance Tracking

• Track inspection schedules
• Monitor license expirations
• Track contract renewal dates
• Follow up on required documentation

Meeting Preparation

• Draft meeting agendas
• Format meeting minutes from recordings
• Send Zoom meeting links
• Manage attendance and RSVP tracking

Ideal Candidate

The right person for this role is someone who enjoys organization and structure. You should be comfortable managing multiple tasks, tracking details, and keeping information clearly documented. If you enjoy creating systems, maintaining order, and supporting a busy operation, this position may be a great fit.

Strong communication skills, reliability, and attention to detail are important for success in this role.

To apply, please submit your resume for consideration.

Pay: $22.00 - $24.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person