assistant property manager / executive assistant

Assistant Property Manager / Executive Assistant (Bilingual)

Location: Bronx, NY

Position Overview

We are seeking a highly organized, motivated, and dependable Assistant Property Manager / Executive Assistant to join our growing team in the Bronx. This is a dynamic, fast-paced position that combines executive administrative support with property management and field operations. The ideal candidate is a self-starter who enjoys problem-solving, thrives in a collaborative environment, and is comfortable working both in the office and in the field.

This role requires exceptional organizational skills, strong follow-through, and the ability to effectively manage multiple priorities while maintaining professionalism and excellent customer service.

Qualifications

• Bilingual (English/Spanish preferred)
• Valid driver’s license with reliable transportation
• Comfortable working both in an office setting and in the field
• Bachelor’s degree preferred
• 2+ years of experience in property management, real estate, construction, or a related industry preferred
• Strong administrative and organizational skills
• Excellent written and verbal communication skills
• Proficient in Microsoft Office Suite, particularly Excel and Outlook
• Experience with Yardi Voyager and/or Maintenance IQ is preferred
• Ability to prioritize tasks and meet deadlines in a fast-paced environment
• Strong attention to detail and accuracy
• Professional demeanor with excellent customer service skills
• Ability to handle confidential information with discretion

Desired Qualities

The ideal candidate will possess the following characteristics:

• Self-starter with the ability to work independently
• Eager to learn and grow professionally
• Highly organized with exceptional attention to detail
• Proactive and solutions-oriented
• Strong follow-up and accountability skills
• Dependable and punctual
• Positive attitude with a “can-do” mentality
• Resourceful and adaptable in changing situations
• Team player who collaborates well across departments
• Excellent time management and multitasking abilities
• Strong sense of ownership and accountability

Key Responsibilities

Executive & Administrative Support

• Screen and manage incoming phone calls and emails
• Manage executive calendars, including internal and external meetings
• Schedule meetings, appointments, inspections, and site visits
• Prepare meeting agendas, take meeting minutes, and distribute follow-up items
• Organize, prioritize, and track ongoing projects and assignments
• Prepare, maintain, and update reports, spreadsheets, and operational documents
• Maintain organized digital and physical filing systems
• Review, summarize, and organize contracts and vendor agreements
• Obtain and compare vendor bids for maintenance and capital projects
• Assist with special projects and operational initiatives as assigned

Property Management Support

• Assist the leasing department with lease renewal processes
• Respond to and follow up on tenant inquiries promptly and professionally
• Coordinate appointments with tenants, vendors, and contractors
• Assist with day-to-day property operations across multiple entities
• Maintain communication between management, tenants, vendors, and field staff
• Track work orders and ensure timely completion

Compliance & Operations

• Assist in managing and tracking HPD, HQS, DOB, NYCHA, and FDNY violations
• Monitor court-ordered repairs and ensure deadlines are met
• Track compliance requirements and follow up until resolution
• Maintain accurate records and documentation related to violations and inspections
• Coordinate inspections and ensure compliance with applicable regulations

Field Operations

• Assist with scheduling maintenance technicians and field personnel
• Coordinate and oversee subcontractors and vendors
• Conduct occasional property visits as needed
• Monitor project progress and provide status updates
• Maintain inventory of maintenance and cleaning supplies
• Assist in ensuring properties are maintained to company standards

Preferred Experience

Experience working with one or more of the following is highly desirable:

• Multifamily residential property management
• Affordable housing programs
• Real estate operations
• Construction coordination
• Vendor management
• Building maintenance operations
• Compliance tracking and municipal violations
• Lease administration

What We’re Looking For

W…