Executive Assistant / Office & Field Coordinator (Real Estate & Property Management)

Executive Assistant / Office & Field Coordinator (Real Estate & Property Management)

New York Online Realty — Huntington Station, NY 11746

This is not a desk job

New York Online Realty is a licensed Long Island brokerage that handles leasing, sales, cash offers, and property management for landlords and investors across Long Island. We’re hiring a right-hand assistant to the Broker/Owner who can keep him organized inside the office and get out into the field to get things done.

Some days you’ll be at your desk managing calendars, paperwork, and follow-ups. Other days you’ll be driving to several properties: inspecting units, photographing conditions, meeting contractors, picking up keys, delivering documents, and solving problems in person. You are the link between our owner, our in-office team, our virtual assistants, and what is actually happening at the properties.

If you like variety, take ownership of tasks without being reminded, and prefer finishing things over talking about them, keep reading.

What you’ll do

1. Executive / Personal Assistant & Follow-Through Keep the Broker/Owner organized: appointments, reminders, calls, emails, paperwork, follow-ups, errands, projects, and daily priorities. When you’re given an instruction, you track it through to completion. Nobody should have to ask you twice.

2. Property Inspections & In-Person Field Tasks Handle assignments throughout our service area, including:

• Inspecting properties and checking conditions
• Taking photographs and video
• Meeting tenants, owners, vendors, contractors, and agents
• Obtaining signatures and paperwork
• Picking up and delivering documents and notices
• Picking up / dropping off keys and checking lockboxes
• Verifying completed repair work
• Checking vacant units and coordinating access
• Any other in-person task that comes up

3. Office, VA & Team Coordination Work directly with our virtual assistants and in-office staff so virtual work connects to the field. Example: a VA flags an open maintenance issue in Buildium. You inspect it, photograph it, meet the vendor, retrieve paperwork or keys, and report back so the VA can close it out in the system. You keep the chain moving: Owner → Office Team → VA Team → Agents/Vendors → Field → System → Done.

4. Real Estate & Property Management Admin Support Assist with leases, management agreements, listings, tenant and landlord documentation, property files, inspections, applications, and appointments. You’ll work in Buildium, GoHighLevel (GHL), and Google Workspace. You don’t need to know these systems on day one, but you need to be organized, comfortable with technology, and a fast learner.

5. Problem Solving, Initiative & Accountability This is the most important part of the role. If you’re told, “We need the keys from this property, these documents signed, pictures of the apartment, and everything uploaded to the office,” you figure out the plan, coordinate with the right people, complete it, and report back with the result. We are not looking for someone who needs every step spelled out.

What we’re looking for

Required

• Valid driver’s license and reliable transportation (you will drive to properties and appointments regularly)
• Strong written and verbal communication
• Good judgment, professionalism, and discretion with confidential information
• Highly organized with excellent follow-through
• Comfortable with technology and quick to learn new software
• Sense of urgency; you move on things the same day
• Able to work in person at our Huntington Station office and travel throughout Long Island

Preferred

• Experience in real estate, property management, leasing, or a related field
• Experience supporting an executive, business owner, or small business
• Familiarity with Buildium, GoHighLevel, or similar CRM / property management software
• Smartphone proficiency for photos, video, and mobile apps

Who this is NOT for

• Someone who wants to sit at a desk all day
• Someone who waits to be told what to do next
• Someone who is uncomfortable meeting tenants, contractors, and vendors face to face

How we hire

Our interview is scenario-based. We’ll give you real situations from the job (a repair that needs verification and keys picked up from a contractor; a day with three deliveries, an inspection, a key pickup, and an office appointment) and ask you to walk us through how you’d organize and execute. We want to see how you think and get t…