On Site Property Management Assistant/ Executive Assitant (Residential )

Assistant Property Manager / Executive Assistant

Location: Rego Park, NY
Position Type: On-site

Job Summary

We are seeking a highly organized, professional, and bilingual Assistant Property Manager / Executive Assistant to support our residential property management team and senior management at an on-site property in Rego Park, NY.

This hybrid role combines hands-on property management responsibilities with executive-level administrative support. The ideal candidate will have prior residential property management experience, a strong understanding of day-to-day building operations, and the ability to manage schedules, correspondence, documents, meetings, and competing priorities with discretion and professionalism.

The successful candidate will serve as an important liaison among tenants, vendors, building staff, contractors, and management. This position requires excellent communication, sound judgment, strong follow-through, and the ability to anticipate needs in a fast-paced environment.

Responsibilities Property Management Support

• Serve as a primary point of contact for tenants, vendors, building staff, contractors, and visitors in person, by phone, and by email
• Respond to tenant inquiries, concerns, and service requests professionally and efficiently, ensuring timely follow-up
• Assist with resolving tenant complaints and building-related issues with patience, professionalism, and tact
• Process, track, and follow up on work orders from initial intake through completion
• Coordinate building repairs and tenant service needs with maintenance staff, supers, porters, vendors, and contractors
• Maintain accurate tenant records, contracts, correspondence, legal documents, and property files
• Enter, update, and manage information using property management software such as Yardi
• Assist the Property Manager with daily building operations and administrative responsibilities
• Support the tracking of HPD, DOB, and ECB violations, compliance deadlines, notices, and related documentation
• Assist with annual meeting preparation, building notices, tenant communications, mailings, and special property projects
• Track employee hours and prepare or assist with administrative and operational reports
• Help create a positive tenant experience through responsive communication, organization, and reliable follow-through

Executive and Administrative Support

• Provide day-to-day administrative support to senior management
• Manage calendars, schedule appointments, coordinate meetings, and help organize daily priorities
• Draft and proofread emails, notices, letters, and internal communications
• Monitor deadlines, maintain follow-up lists, and ensure important tasks and requests are completed on time
• Organize digital and physical files to ensure records are accurate, accessible, and confidential
• Coordinate conference calls, appointments, vendor meetings, and other business-related activities
• Assist with expense tracking, invoice documentation, and administrative recordkeeping as needed
• Handle sensitive tenant, employee, financial, and business information with a high level of discretion

Requirements

• Minimum 3 years of residential property management experience required
• Bilingual proficiency in English and Spanish
• Prior administrative or executive-support experience strongly preferred
• Experience with property management software; Yardi
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint
• Strong written and verbal communication skills
• Excellent customer service skills and professional phone etiquette
• Comfortable interacting with tenants, vendors, contractors, building staff, and senior management daily
• Ability to manage calendars, meetings, correspondence, documents, and competing deadlines
• Strong problem-solving and conflict-resolution skills
• Excellent organizational skills, attention to detail, and follow-through
• Ability to prioritize multiple responsibilities in a fast-paced environment
• Sound judgment, initiative, and the ability to work independently
• Ability to maintain strict confidentiality and handle sensitive information appropriately

Preferred Qualifications

• Experience working in an on-site residential property management office
• Previous experience supporting an executive, property owner, or senior manager
• Familiarity with building operations, tenant notices, work-order management, and compliance track…