Assistant Property Manager / Real Estate Administrative Assistant

Job Title: Assistant Property Manager / Real Estate Administrative Assistant

Location: Westbury, NY Area

Position Type: Full-Time | In-Person

Compensation: $60,000 – $70,000 per year (Commensurate with experience) + 100% Paid Health Medical Coverage & Paid Time Off

Company Overview

We are partnering with a long-established, highly respected property management firm headquartered in the Westbury, NY area. Specializing in the comprehensive management of residential cooperative and condominium communities across Long Island and New York City, this premier firm is known for delivering exceptional client services, robust operational oversight, and complete internal administrative support.

Position Summary

We are seeking an organized, detail-oriented Assistant Property Manager / Real Estate Administrative Assistant to support Property Managers overseeing a portfolio of co-op and condo properties. This position serves as a central hub of communication between property managers, board members, shareholders, residents, and external vendors. The ideal candidate thrives in a fast-paced environment, excels at handling resident inquiries, and possesses strong administrative skills in real estate document management, violation tracking, and reporting.

Key Responsibilities

Administrative & Portfolio Support:

Draft professional correspondence to shareholders, residents, board members, and building staff.

Manage and maintain comprehensive digital and physical property records, including tenant files, lease documents, and board minutes.

Prepare spreadsheets, monthly operational reports, rent roll data, and arrears ledgers for management review.

Process and complete lender questionnaires and resale/refinance documentation packages.

Resident & Board Relations:

Serve as the primary point of contact for resident phone calls and email inquiries regarding billing, maintenance, and building rules.

Coordinate building logistics, including move-in/move-out schedules, elevator reservations, and delivery windows.

Liaise directly with Board Members to facilitate meeting prep, notice distributions, and official board communications.

Property Operations & Compliance:

Track and update certificates of insurance (COIs) for all building vendors, contractors, and sublet tenants.

Maintain organized records for parking spot assignments, sublet/rental approvals, and pet registrations.

Monitor municipal compliance matters, assisting property managers with NYC HPD/DOB violation tracking and vendor dispatch.

Qualifications & Requirements

Experience: 3+ years of administrative or office operations experience (prior experience in property management, real estate, co-op/condo management, or leasing is strongly preferred).

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Familiarity with property management software (e.g., Yardi, RealPage, MDS, AppFolio) is a strong plus.

Communication: Outstanding written and verbal communication skills with a customer-service-driven phone manner.

Organization: Exceptional attention to detail with proven ability to prioritize multiple urgent tasks in a busy office setting.

Location: Must be able to commute daily to the Westbury, NY office.

Compensation / Pay Rate (Up to): $60,000.00 - $70,000.00