Executive Assistant - CapEx Department
10 days ago
Montvale
Job DescriptionDescription: Position Summary The Executive Assistant for the CapEx Department provides high-level administrative and operational support to the Director of Capital Expenditures, ensuring that all property-related capital projects, repairs, and maintenance items are tracked, followed up on, and completed in a timely manner. This role is the communication hub between the CapEx Director, Regional Property Managers, Property Managers, Maintenance Teams and external vendors, ensuring that all open items receive consistent follow-up and that stakeholders remain on task. This position is ideal for someone who is detail-oriented, organized, personable, and confident, with the ability to communicate assertively and maintain accountability across multiple departments and levels of the organization. Key Responsibilities Administrative & Operational Support • Provide daily executive support to the Director of CapEx, including scheduling, correspondence, filing, and document management., • Track all open CapEx and asset preservation workorders across assigned properties and maintain accurate documentation., • Track maintenance related protocols across the portfolio, • Conduct daily phone outreach to vendors, regionals, and property managers to obtain status updates and ensure timely completion of open items., • Coordinate and participate in monthly follow-up calls with all properties to review outstanding maintenance and project-related items., • Serve as the primary point of contact for follow-ups after the Director of CapEx visits properties, ensuring all assigned tasks are fully executed., • Maintain detailed records of all communications, timelines, and progress updates., • Prepare weekly and monthly reports outlining open items, estimated completion dates, and outstanding issues., • Minimum 1-3 years of administrative, executive assistant, or project coordination experience; property management or real estate experience preferred., • Exceptional follow-up skills with the ability to hold others accountable professionally and respectfully., • Strong organizational skills with the ability to manage multiple priorities simultaneously., • Excellent verbal and written communication abilities., • Tech-savvy; proficient in Microsoft Office Suite (Excel, Outlook, Word) and capable of learning company-specific software., • High level of professionalism, discretion, and customer service., • Detail-Oriented: Able to manage multiple open items and track progress accurately., • Assertive but Personable: Comfortable following up repeatedly, pushing for updates, and holding stakeholders accountable while maintaining positive relationships., • Strong Communicator: Clear, confident, and able to navigate conversations with all levels of staff and vendors., • Problem-Solver: Resourceful in identifying obstacles and helping drive solutions. Reports To: Director of Capital Expenditures Status: Full-Time, On-Site #OFFICE25 Requirements: