Condominium Administrative Assistant - Luxury Residential

Related • New York, NY

2d • $60,000 - $70,000

About The Position

Are you a detail-oriented professional with a passion for organization and top-tier service? Join us as an Administrative Assistant, where you'll support the General Manager in ensuring smooth operations and a welcoming community. From managing finances to assisting residents, your role is key to upholding our promise: "Expect More At Home." As an Administrative Assistant, you will play a key role in supporting the General Manager to uphold our brand promise, "Expect More At Home," by efficiently managing the administration of assigned rental and / or condos. This role involves a variety of responsibilities, including accounts receivable and payable activities, rent collection, billing, data entry, and general office management. You will also take on special projects, maintain organized files, order supplies, and occasionally assist with leasing apartments in the absence of a leasing agent. All tasks will be performed in alignment with RMC policies and procedures.

Requirements

• High school diploma or equivalent required; an associate’s or bachelor’s degree is preferred.
• Previous experience as an administrative assistant or in a similar role, ideally in property management or real estate.
• Strong organizational and multitasking abilities.
• Proficiency in office administration and management, including maintaining files, managing office supplies, and coordinating special projects.
• Experience with accounts receivable and payable processes, including billing, rent collection, and vendor management.
• Familiarity with property management software (e.g., Yardi, BILT, Rent Café, Ariba) for data entry, billing, and maintaining tenant records.
• Excellent communication and interpersonal skills to handle owner relations and work collaboratively with the General Manager and Resident Manager.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Strong problem-solving skills and attention to detail, especially in managing tenant inquiries, work orders, and legal documentation.

Responsibilities

• Maintain regular office hours as directed by the General Manager.
• Keep accurate and current tenant data, including updating the tenant roster as per regional procedures and ensuring the front desk has the latest copy.
• Organize and maintain efficient filing systems for all site administration, such as owner files, vendor files, inventory, operational procedures, work orders, and accounts receivable, in collaboration with the Resident and General Manager.
• Prepare and process various communications, including memos, letters, and insurance incident reports.
• Foster strong working relationships with the building the Resident Manager and building staff.
• Prepare incident reports, create and distribute violation letters, and conduct follow-up on occupancy changes or unauthorized pets, following RMC and regional procedures.
• Ensure timely execution of all required registrations and certifications for the site.
• Monitor and address unauthorized pet issues and violations.
• Answer phone calls, manage office organization, and order supplies.
• Assist with special projects as assigned, including preparing lease renewal paperwork and managing rentals and paperwork for rentable spaces.
• Serve as a liaison between residents / owners and building management and the Board of Managers to maintain a positive relationship.
• Handle resident / owner complaints promptly, diplomatically, and professionally, ensuring swift follow-up on all issues.
• Review work-order records and coordinate with the Resident Manager on work-order status to address tenant inquiries.
• Communicate extermination schedules and other maintenance services to tenants.
• Manage owner resale, refinancing, and alteration requests in accordance with Board requirements, including coordinating with the Board-appointed Engineer and tracking compliance with alteration agreements.
• Collect cash receipts (check/money orders for condo owners; MasterCard accepted for rental residents) and maintain up-to-date records on Yardi/RealPage.
• Process regular and timely deposits.
• Ensure accurate tenant billing through proper processing of charges in the Yardi/RealPage system, making necessary adjustments as per RMC procedures.
• Review and verify accuracy for all accounts receivable reports, including Delinquency, Rent Roll, and GPR reports.
• Create monthly open items reports in line with regional procedures.
• Assist with legal cases and court appearances as needed, coordinating with the General Manager and Regional Manager.
• Develop and maintain positive vendor relationships in collaboration with the Resident Manager and General Manager.
• Process vendor invoices promptly following RMC procedures, including managing petty cash and postage.
• Maintain updated vendor files on-site and accurate petty cash records in compliance with operational procedures.
• Manage the Accounts Payable system by forwarding coded invoices promptly to the Accounts Payable Department.
• Ensure all expenditures exceeding staff limits are approved by the General Manager before commitment.

Benefits

• Lots of paid time off (19+ days!) – we value your life outside of work.
• Customizable total rewards package – pick from our medical, vision and dental options, along with our life insurance and an Employee Assistance Program
• Financial wellness perks to set you up for success - such as 401(k), FSA & HSA, employer-paid life and AD&D insurance; paid leave & disability programs.
• Mental health resources, such as counseling, are available to our team members.
• Fertility benefits – such as surrogacy, adoption assistance and more!
• Paid time off to volunteer and we will match your charitable donations! We are a passionate team making real impact on the world!
• Grow with us – learning & training programs; tuition & certification reimbursement; internal advancement opportunities are available…and so much more!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees