Onsite Administrative Assistant

A well-established property management company is seeking a highly organized and customer-focused On-Site Administrative Assistant / Bookkeeper to support the day-to-day operations of a residential cooperative property in the Bronx. This position works closely with the Property Manager to provide exceptional service to the Board of Directors, shareholders, residents, and vendors.

Responsibilities

• Serve as the primary administrative contact for shareholders, residents, vendors, and prospective purchasers, lessees, and lenders.
• Maintain a thorough understanding of the property's operations, policies, and procedures to effectively respond to inquiries.
• Assist the Property Manager in delivering a high level of customer service.
• Prepare status reports and monthly amenity reports, including pet registrations and bicycle room records.
• Record and prepare accurate minutes for monthly Board of Directors meetings.
• Prepare and distribute notices, memoranda, and other resident communications through BuildingLink.
• Review apartment alteration packages for completeness and advise applicants of missing documentation to help prevent processing delays.
• Obtain required signatures on vendor invoices, scan and upload invoices into AVIDX for Property Manager review, and submit check requests to the corporate office.
• Prepare monthly late fee notices, maintenance arrears letters, and legal chargeback correspondence.
• Print and distribute maintenance ledgers for accounts in legal status as directed by the Property Manager.
• Maintain accurate records of building amenities and ensure all applicable charges are entered into the property management system.
• Maintain sublease records, process sublease renewals, and update recurring sublease charges.
• Coordinate move-in, move-out, and apartment inspections with residents and building staff.
• Create reports, spreadsheets, correspondence, and other administrative documents as needed.

Qualifications

• Outstanding customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong work ethic and ability to work independently while contributing as part of a team.
• Ability to follow direction and adapt to changing priorities.
• Proficiency in Microsoft Word and Excel.
• Experience with BJ Murray, BuildingLink, and/or similar property management software is preferred.
• Previous experience in residential property management, bookkeeping, or administrative support is preferred.

We Offer

• Comprehensive benefits package
• Professional, team-oriented work environment
• Opportunity for growth with an established and respected property management firm

If you are an organized, detail-oriented professional who enjoys providing exceptional customer service and thrives in a fast-paced environment, we encourage you to apply.

Job Type: Full-time

Pay: $47,000.00 - $52,000.00 per year

Benefits:

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

Experience:

• Property management: 1 year (Required)

Work Location: In person