Job Overview
ADMIN/ASSISTANT PROPERTY MANAGER– 80%
PERSONAL ASSISTANT – 20%
Position/Title: Assistant Property Manager & Administrative Assistant for Fortress Management, and Personal Assistant duties supporting CEO
Job Description: The Assistant Property Manager (APM) is responsible for assisting the property manager at the corporate headquarters as well a providing administrative support.
The Personal Assistant is responsible for handling out-of-the-office errands and other personal tasks for the CEO.
Administrative Responsibilities:
- Receive, screen and direct incoming telephone calls in a courteous, friendly, and prompt manner; provide information to callers and take messages as necessary.
- Greet and direct guests/visitors.
- Collect, sort and distribute mail, including courier packages.
- Secure and maintain office and personal supplies for CEO and office.
- Oversee petty cash fund.
- Maintain office filing.
- Process various reports, forms and other documents using Word and Excel.
- Assure CEO’s office is clean and orderly and maintains professional appearance.
- Provide support and assistance for late meetings as needed.
- Track & plan staff birthday/anniversary celebrations.
- Oversee the acquisition and maintenance of office equipment, office supplies.
- Supervise space management in the copy room, organization and effective use to maximize utility, supervise removal of documents into storage, supervise organization of storage facility and document retrieval.
- Provide administrative support to team.
- Special projects, as needed.
Assistant Property Manager
- First point of contact for all vendor and tenant correspondence.
- Keep update files of tenant’s gross sales, maintenance reports, and Certificates of Insurance.
- Maintain the third-party reports, mailings, etc.
- Make copies, scan documents, mail and overnight document delivery, schedule conference calls, follow up on document receipt from outside vendors and service providers.
- Create Accounts Receivable reports, apply late fees, send out legal default notices.
- Review and code invoices for payment.
- Vendor negotiations.
- Special projects as needed.
Personal Assistant to the CEO Scope of Responsibilities:
- Assist Principal with personal tasks/projects such as coordination of events, car maintenance, appointments, etc.
- Driving/accompanying Principal to various appointments as needed, out-of-office errands and/or purchases.
- Support billing review process by gathering vendor invoices, conducting initial verifications, review them directly with the Principal for approval, and deliver approved invoices to the accounting team for timely payment.
- Conduct periodic walkthroughs and manage external vendor relationships for repairs, installations, and specialized projects at the Principal’s private residence.
Preferred Qualifications:
- Ideal candidate should have a minimum of 1 year administrative assistance experience (preferably supporting high profile professional)
- Unwavering loyalty
- Commitment to excellence
- Team player; positive can-do attitude. Willing to ask questions and learn.
- Reliable, trustworthy, flexible
- Discretion, good judgment and ability to handle highly confidential material and matters.
- Exceptional interpersonal skills, works well under pressure and experience working with strong and demanding personalities.
- Computer proficiency, including knowledge of Microsoft Word, Outlook, and Teams.
- Accuracy and attention to detail; ability to work quickly and efficiently
- Excellent organizational and time management skills; able to prioritize
- Strong communication skills (verbal, written and listening)
- Able to work under tight deadlines, remain aware of shifting priorities and anticipate “last second” changes
- Respond expeditiously to diverse assignments and take responsibility for projects from beginning to end
- Capacity to manage multiple projects independently
- Take initiative
- Must have “whatever it takes” attitude
- Must possess a valid driver’s license and a vehicle to use during working hours
- Willing to dedicate extra hours to get the job completed as needed.
Pay: $60,000.00 - $80,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Education:
Work Location: In person
