Offer summary

Qualifications:

Fluent in spoken and written English., Comfortable with basic math operations (+, -, ÷, ×, %)., Strong verbal and written communication skills., Experience using Google Docs, Google Sheets, and property management software is a plus..

Key responsabilities:

Gather personal, equipment, or financial data for forms and documentation via various communication methods.

Organize information accurately in Google Docs or Spreadsheets.

Process and ensure the accuracy of all information entered on forms and spreadsheets.

Assist with tasks related to insurance renewals, property tax challenges, and tenant lease renewals.

Job description

This is a remote position.

Role Name: Admin Assistant

Schedule: 9am to 5pm Eastern Standard Time Zone (NYC Time Zone)

Client Overview

We are a property management business seeking an “Assistant Admin” who will be trained to become a “Property Manager.” As the Assistant Admin they will be responsible for interacting with Clients and other Admin Professionals directly, in order to Gather, Organize and Process info (financial, legal, etc). The person should speak and write fluent English and be comfortable with basic math ( -, +, ÷, x, %). The position is full time, 9am to 5pm EST (New York City time).

RESPONSIBILITIES

GATHERING INFO - Collect personal, equipment, or financial data for forms and documentation via email, phone calls, texts and photo-documenting. MAIN SKILLS: Assertively and proactively ask questions and identify gaps in information.

ORGANIZING INFO - Log information accurately in the correct Google Doc or Spreadsheet using a neat, logical, and professional format. MAIN SKILLS: Enjoy documenting and organizing for clarity and ease of use

PROCESSING INFO - Ensure all information entered on forms, spreadsheets, etc., is accurate. MAIN SKILLS - Use checklists, double-check work, spot patterns indicating errors, and investigate thoroughly.

Our company is young, we’re still creating our workflows, sometimes sharing responsibilities. You may sometimes be given an outcome sought and be expected to figure out and document the solution and always ask questions.

TASKS IN DETAIL

INSURANCE RENEWALS - Aiding the insurance company in gathering information, filling forms, and filing information related to building property insurance renewals.
PROPERTY TAX CHALLENGES - Assist the lawyer who will appeal the property taxes in the gathering, filling out, and filing of forms.
GATHERING INFORMATION, ETC - More gathering information, filling forms and filing it!
DOMECILE - Uploading documentation to the software called Domicile.
CITY, STATE REGISTRATIONS - This means gathering info to fill out sometimes not- very- easily- understood government forms. These include the Storefront Registration, Supplemental Storefront Registration, RPIE Statement, HPD Property Registrations and other hits.
RENEWING TENANT LEASES - Work with the Property Manager for assembling lease renewals for standard and Rent Stabilized leases.
TENANT-CANDIDATE FIELDING - Fielding inquiries from potential tenants and assembling their documents.
APPFOLIO ENROLLMENT - Assist new tenants with enrolling in the payment portal - Appfolio.
LIAISON - Liaison with buildings’ accountants, CPAs, and related tax attorneys, vendors, tenants and owners to work out bookkeeping issues.
BUDGETING HELP - Assist with budgeting questions and recommendations. Recommend action where there is a pressing need, ie a building’s cash flow is going to hit negatives.
EXPERTISE DEVELOPMENT - Investigate and build knowledge base around NYC coop, condo, and rental building finances and bookkeeping.
UPLOAD RESIDENT INFO - Put all residents/owners/tenants info into Appfolio.
RESIDENT PORTALS - Get all residents/owners/tenants to activate their Appfolio accounts.
TRANSITION BOOKKEEPING - Importing financials from preceding property management companies to our software.

Requirements

Qualifications & Skills

Language Proficiency: Fluent in spoken and written English.
Mathematical Skills: Comfortable with basic math operations (+, -, ÷, ×, %).
Communication Skills: Strong verbal and written communication skills, with the ability to interact professionally with clients, tenants, vendors, and legal professionals.
Organizational Skills: Ability to log and structure information neatly in Google Docs and Spreadsheets.
Attention to Detail: Ability to check forms, documents, and financial data for accuracy and completeness.
Problem-Solving Skills: Ability to ask the right questions, identify missing information, and investigate errors.
Tech Proficiency: Experience using Google Docs, Google Sheets, and property management software (e.g., Appfolio, Domicile) is a plus.
Time Management: Ability to prioritize tasks effectively and work independently.
Prior experience in administrative assistance, property management, or real estate-related roles is a plus.
Experience handling financial and legal documentation is preferred but not required.