Executive Assistant, Allstate Realty Associates

COMPANY: Allstate Realty Associates

JOB TITLE: Executive Assistant

LOCATION: Brooklyn, NY

COMPANY WEBSITE: https://allstate-realty.com/

COMPANY AND POSITION SUMMARY:

Allstate Realty Associates is a property management company with over 25 years of experience, specializing in residential, commercial, and co-op pro.

We are looking for an Executive Assistant to join our team responsible for organizing and coordinating office operations, procedures, and resources to ensure organizational efficiency and effectiveness. The role includes overseeing our bookkeeper, supervising staff, and contributing to a productive and positive work environment.

CRITERIA FOR SUCCESS:

• Administrative Duties:

  • Manage and supervise office team, including organizing workflows and administrative systems.

    
    

  • Maintain accurate records of leases, contracts, property transactions, and other documentation.

  • Develop and enforce office policies to ensure efficiency and compliance.

    
    
  
  

• Financial Oversight:

  • Oversee our Bookkeeper, responsible for preparing budgets, tracking expenses, and processing invoices for property-related services.

    
    

  • Oversee rent collections, manage financial records, and ensure timely reporting.

  • Manage vendor payments and coordinate with the Bookkeeper.

    
    

  • Oversee Insurance renewals and speak with banks to refinance loans.

  
  

• Client and Tenant Relations:

  
  

  • Function as the point of contact for clients and tenants if a situation has escalated.

  • Coordinate communications between property managers, tenants, and other stakeholders.

    
    

  • Schedule property viewings, meetings, and inspections as needed.

  
  

REQUIRED QUALIFICATIONS:

• 4+ years of successful work experience in office administration or property management roles.

• Strong understanding of the property management industry, including property management regulations and lease agreements.

  
  
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  Proficiency in property management software (e.g., Yardi, AppFolio, Buildium)

• Strong time-management abilities with a high degree of flexibility to handle various tasks simultaneously.

  
  

• Excellent written and verbal communication skills are essential for interacting with staff and external partners.

• Familiarity with basic accounting software and CRM tools.

  
  

• Experience in developing internal systems and processes.

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  Previous managerial experience. (Preferred)

  
  
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  Bachelor’s degree in business administration, real estate, or similar field of study. (Preferred)

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