Operations Administrative Assistant
16 days ago
Roslyn
Job Description Job Title: Operations Admin Reports to: Director of Operations Location: Roslyn, NY Hours: 8:30 AM - 5:00 PM, Monday - Friday * this role is in person 5 days a week in ROSLYN , NY ( LONG ISLAND) Position Summary: We are seeking a highly organized and proactive Operations Admin to provide comprehensive support to our Director of Operations. The ideal candidate will be a meticulous multi-tasker with exceptional communication and computer skills, serving as a key link between our corporate office, on-site staff, and residents. This role is critical to ensuring the smooth and efficient functioning of our property portfolio. Key Responsibilities: β Provide high-level administrative support to the Director of Operations, including managing calendars, scheduling meetings, preparing reports, and handling correspondence. β Act as the central point of contact for operational inquiries related to facilities, maintenance, and capital projects. β Coordinate and track maintenance work orders, ensuring timely completion and proper documentation. β Assist in liaising with vendors and contractors, including scheduling site visits and processing invoices. β Maintain and organize critical operational files, including inspection reports, compliance documentation, and resident communications. β Prepare and distribute notices, memos, and other communications to property staff and residents as directed. β Assist in tracking key performance indicators (KPIs) for the operations department. β Support the coordination of special projects, such as unit turnovers, preventative maintenance programs, and capital improvements. β Perform data entry and manage information within our property management software system. Qualifications and Skills: β Proven experience in an administrative, operational support, or coordinator role. β Experience in property management, facilities, maintenance, construction, or a related industry is strongly preferred. β Exceptional organizational skills and a keen eye for detail are essential. β Demonstrated ability to manage multiple tasks and priorities effectively in a fast-paced environment. β Proficient in the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Experience with property management software (e.g., Yardi, RealPage) is a plus. β Excellent written and verbal communication skills, with a professional and courteous demeanor. β A proactive mindset with the ability to anticipate needs and solve problems independently. β Must be reliable, punctual, and able to work collaboratively as part of a team.