Property Management Administrative Assistant
13 days ago
Mineola
Job Description Summary: Supports the daily operations of co-op community consisting of 440 units, acting as a liaison between tenants, vendors, and property manager and ensuring operational efficiency. Responsibilities: Tenant Customer Relations • Serve as the first point of contact for resident inquiries via phone, email, and in-person, handling incoming and outgoing communications., • In conjunction with the property manager, assist in resolutions of tenant complaints and issues, coordinate maintenance requests, and track service follow-ups., • Prepare and send necessary correspondence, including notices, tenant violations and rule infractions, tenant/shareholder correspondence and mailings., • Assist in managing package hub and access codes. Record Administration • Maintain accurate property records, including tenant information, parking and storage assignments, and compliance documentation., • Prepare, process, and track lease agreements, renewals, screenings, and move-in/move-out documentation., • Track tenant deliveries and certificates of insurance. Communicate daily delivery schedule to staff., • Filing to include building, vendor, owner/shareholder, and network files., • Maintain service agreements. Office Operations Financial Support • Manage general administrative tasks, including organizing office, mail, maintaining calendars, and drafting correspondence., • Collect, record, and track monthly rent payments received, late fees, and security deposits., • Assist with expense tracking and reporting., • Communicate additional charges to be added to monthly maintenance., • Assist property manager with accounts payable/receivable, purchase orders, and expense tracking., • Assist in Annual Meeting preparations, including meeting documentation mailing, meeting coordination, collection of proxies, oversee attendee sign-in., • As needed, assist in taking minutes and calculating elections., • Prepare monthly Board agendas and Board reports for Property Manager. Other Duties as assigned Qualifications: Essential Qualifications • Experience: Minimum 1-2 years of administrative support, customer service, or property management experience., • Communication Skills: Exceptional written and verbal communication, plus the ability to de-escalate stressful tenant situations., • Relationship Building: Cultivate positive relationships with neighbors, fostering trust and community., • Organization: Strong time-management abilities with meticulous attention to detail., • Technology: Proficiency with Microsoft Office Suite (Word, Excel, Outlook) About Company Einsidler Management, Inc. is a full-service, family-owned and operated Residential Property Management firm. We specialize in serving cooperatives, condominiums, and homeowners associations throughout Nassau and Suffolk County, New York. What We Offer • Benefits offered, • Supportive and collaborative work environment, • Paid time off and company holidays