Property Administrator

Distro•Miami, FL

1d•Onsite

About The Position

The Property Administrator at Rivani is a vital role supporting the General Manager and operations leadership team at a Class X ultra-luxury property. This high-visibility, embedded position ensures smooth information flow, tracks commitments, and protects the General Manager's time to focus on critical work. We seek a professional with precision, discretion, genuine initiative, confident communication skills, and pride in delivering high-quality, reliable work.

Requirements

3+ years in property administration, executive assistance, administrative, or operations coordination, preferably in luxury hospitality, premium commercial real estate, or professional services.
Exceptional written and verbal communication skills; represent the GM and Rivani in all communications.
Advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint); comfortable with property management and project platforms.
Ability to manage a fast-paced, high-volume workload with strong prioritization and no dropped details.
Absolute discretion handling personnel, financial, ownership, and resident information.
Proactive, self-starter mindset; takes initiative independently.
Professional demeanor and polished communication fitting an ultra-luxury environment.

Nice To Haves

Bilingual English/Spanish strongly preferred to serve Rivani's resident community and workforce.

Responsibilities

Own the General Manager's calendar: schedule meetings, manage priorities, resolve conflicts proactively, and arrange travel and executive appointments.
Prepare and proof correspondence, reports, presentations, and briefing materials with accuracy, professionalism, and appropriate tone.
Manage incoming communications (emails, calls, requests): prioritize for GM attention or resolve directly.
Support operations coordination across vendors, contractors, partners, and departments; track action items and project milestones.
Assist with vendor contracts, service agreements, and procurement documents; maintain organized and accurate records.
Coordinate meetings: logistics, agendas, materials, note-taking, and action item follow-ups.
Support budget tracking, expense reporting, and invoice reconciliation; flag discrepancies.
Compile operational reports and maintain organized filing systems for contracts and compliance documents.
Coordinate tenant meetings, VIP visits, ownership walkthroughs, and executive tours; prepare welcome and briefing materials.
Maintain the GM's office and shared administrative spaces to impeccable standards; manage supplies and equipment.
Support new hire onboarding logistics including workspace setup, access coordination, and orientation scheduling.
Handle all sensitive information with utmost confidentiality.