Accounting Administrative Assistant

Empire State Realty Trust•New York, NY

2d•$65,000 - $75,000

About The Position

The Accounting Administrative Assistant supports the Accounting department and the VP, Head of Property Accounting by managing administrative operations that help the team function efficiently and meet key deadlines. This role is responsible for calendar coordination, meeting scheduling, departmental communication, and general administrative support. The position requires a highly organized, detail-oriented professional with strong communication skills and the ability to manage multiple priorities in a fast-paced environment. Acting as a liaison across internal teams and external partners, the Administrative Assistant helps facilitate day-to-day operations and supports key accounting processes.

Requirements

Proficiency with Microsoft Office Suite and related software, including Microsoft Word, Excel, Outlook, PowerPoint, and SharePoint
Ability to maintain a well-organized and efficient work environment
Excellent verbal and written communication skills
Strong interpersonal and customer service abilities
High level organizational skills and attention to detail
Effective time management skills with a proven ability to meet deadlines
Ability to perform effectively in a fast-paced and at occasionally high-pressure environment
Ability to work well independently with minimal direction
2-3 years of prior administrative experience is required

Nice To Haves

An Associates or Bachelorâs degree is preferred, but not required
Experience with Yardi is preferred

Responsibilities

Provide Executive level support to the VP, Head of Property Accounting and administrative support for accounting staff
Coordinate between departments to resolve day-to-day administrative and operational issues
Manage the VP, Head of Property Accountingâs calendar, including prioritizing meeting requests, scheduling with internal and external contacts
Schedule recurring meetings for Accounts Receivable, Lease Admin, Property Accounting and Observatory Accounting
Assist with projects and other duties as directed by the VP
Prepare reports and distribute them as needed
Act as contact for department, filed questions from tenants, outside vendors and other departments
Assist with taking calls from Investors with questions as backup for Manager, Investor Services
Act as a contact person to assist with investors calls and emails for their K-1 forms and other tax related issues as needed during tax season
Manage the Retail Rent report in SharePoint, updating the report and sending weekly update to property controllers
Prepare mail merge letters for the Property Accountants as needed
Work closely with external auditors whenever they are conducting an examination on tenants Gross Sales and provide all reports and support documents for the auditors as requested
Prepare yearly Close Calendar for the accounting group and send all calendar invites to the team including other department staff
Update the Property Master List with changes as they occur
Enter new vendors and process vendors changes in Yardi in a timely manner
Distribute monthly FQM reports to the Alliance Group
Attend and create meeting agenda for the Property Accountants weekly meetings
Send FedEx mail and packages as required
Order office supplies for the accounting department as needed
Record all security deposits in a timely manner for new tenants, move out accounting, replenishments and reductions for all properties
Periodic receptionist coverage at the front desk as needed