Job Summary
We are seeking a highly organized, proactive, and versatile Executive Assistant & Property Operations Coordinator to support the principal across two thriving businesses: a professional accounting firm and a real estate/property management company.
This is a dynamic "dual-threat" role. Half of your day might be spent ensuring tax deliverables are seamlessly sent to clients, while the other half might involve visiting a property site to coordinate with contractors. If you are a sharp, communicative multi-tasker who loves variety, thrives in a fast-paced environment, and possesses an eagle eye for detail, this role is for you.
Key Responsibilities
1. Accounting Firm & Administrative Support
- Deliverable Management: Quality check and ensure the timely delivery of tax returns, financial statements, and other client deliverables.
- Inbox & Calendar Management: Manage the Principal’s email, respond to inquiries promptly, schedule consultations, and keep the calendar tightly organized.
- Meeting Coordination: Keep the Principal briefed on daily schedules, transcribe meeting notes/action items, and accurately track billable hours for client invoicing.
- Clerical Oversight: Serve as a "second set of eyes" to catch clerical errors, organize digital files, and maintain office efficiency.
2. Property Management & Field Operations
- Site Visits & Progress Reports: Travel to property sites (primarily North and West Philadelphia) to conduct walk-throughs, FaceTime the Principal, take videos/photos, and compile daily progress logs for internal use and clients.
- Vendor & Contractor Coordination: Reach out to vendors, request and compare quotes, and coordinate material deliveries to job sites.
- Property Maintenance: Monitor and track maintenance requests, coordinate with technicians, and maintain a strict inventory of property keys and documents.
- Financial Tracking: Oversee day-to-day property financials, ensuring all rents are collected, mortgages are paid, and utility/vendor bills are paid on time.
Qualifications & Skills
- Experience: 1+ years of experience in an administrative, executive assistant, property management, or project coordination role.
- Reliable Transportation: Must have a reliable vehicle and a valid driver's license for frequent travel between sites in Philadelphia.
- Communication Skills: Exceptional written and verbal communication. You will be representing the firm to high-value accounting and real estate clients.
- Tech-Savvy: Proficient with smartphone technology (FaceTime, video logging), calendar apps, and basic project management or spreadsheet tools.
- The "X-Factor": High integrity, extreme attention to detail, and the ability to pivot quickly from an office environment to a construction/property site.
BONUS: IF YOU ARE BILINGUAL
Job Type: Full-time
Pay: From $20.00 per hour
People with a criminal record are encouraged to apply
Ability to Commute:
- Philadelphia, PA 19122 (Required)
Work Location: In person
