Personal Assistant / Administrative Coordinator — Carmel, NY

• Base Salary: $45,000 per year
• Paid Holidays: 11 NYSE‑observed federal holidays
• Paid Time Off in 1st year:

Overview

We are seeking a highly organized, reliable, and detail‑oriented Personal Assistant to support daily operations across a small office, co‑working space, and residential property. This role blends administrative support, light bookkeeping, tenant coordination, and personal assistant responsibilities. Candidates must live within 15–30 minutes of Carmel, NY.

This position offers a total compensation value of approximately between $60,850 - $65,900, including salary, paid holidays, PTO, employer‑paid health benefits, annual bonus eligibility, and 401(k) matching.

Key Responsibilities
Administrative & Office Support

• Manage calendars, schedule meetings, and prepare documents
• Handle confidential tasks and personal errands as needed
• Answer and route calls, emails, and general correspondence
• Oversee billing, invoicing, and office supply ordering
• Organize physical and digital filing systems
• Maintain accurate records in the company’s online database
• Coordinate travel arrangements and expense reporting
• Assist with event planning, internal communications, and social media updates
• Support managers across departments with new tasks as needed

Onsite Building & Property Management

• Serve as the onsite point of contact for tenants and visitors
• Conduct property tours for prospective tenants, inspectors, and assessors
• Coordinate building inspections, permits, and compliance tasks
• Address tenant questions, concerns, and complaints
• Process applications, run credit checks, and assist with lease documentation
• Inspect property conditions and coordinate maintenance or repairs
• Support rent collection, notices, and basic bookkeeping
• Maintain tenant and vendor records and assist with marketing materials

Light Bookkeeping

• Provide the Accountant with files for book entry for payables and receivables
• Review monthly bills and invoices for accuracy
• Send payment reminders and assist payment team with processing credit card payments
• Facilitate vendor payments through the company’s banking portal
• File printed bills, invoices, and bank deposits

Qualifications

• High school diploma required; associate or bachelor’s degree preferred
• Proficiency in Microsoft 365 (Excel, Word, Outlook, Teams)
• Working knowledge of QuickBooks
• Strong customer service and communication skills
• Ability to learn new software quickly
• Must have valid U.S. work authorization
• Must live within 15–30 minutes of Carmel, NY

Compensation & Benefits

Total Compensation Value: Approximately $60,850 - $65,000

• 7 vacation days
• 3 sick days
• 3 personal days
• 1 wellness/birthday day
• Vacation Buyback: Unused vacation days may be sold back at 2× value
• Health, Dental & Vision: 50% employer‑paid
• Retirement Plan: 401(k) with 6% company match after 3 years of employment
• Annual Bonus: 4–7% performance‑based
• Annual Raises: Merit increases provided each year
• Company‑hosted social events
• Professional development and cross‑training opportunities

Job Type: Full-time

Pay: $60,000.00 - $65,000.00 per year

Application Question(s):

• Are you able to learn a new technology?
• Do you have an experience in stock trading and finance related?

Education:

• Associate (Required)

Language:

• English (Required)

Location:

• Carmel, NY 10512 (Required)

Work Location: In person