Administrative Assistant

We are looking for an Administrative Assistant to support a busy Property Management team in Farmingdale, New York. This contract opportunity with potential for a permanent role is well suited for someone who stays organized, communicates effectively, and manages a steady flow of administrative tasks with accuracy. In this role, you will help keep invoices, requisitions, repair requests, and related records current while working closely with Property Managers and internal support teams. The position offers a Monday through Friday schedule in a real estate and facilities management environment.

Responsibilities:

• Review incoming invoices each day, confirm that related work orders were issued and completed, and verify supporting documentation before processing.

• Enter invoice details and related records into Yardi and internal tracking tools, ensuring information is accurate.

• Process requisitions submitted by Property Managers by recording key information in the appropriate systems and maintaining organized documentation.

• Create service tickets for appliance and building repair requests, route them to approved subcontractors, and monitor progress through completion.

• Coordinate with Property Managers and support staff to follow up on outstanding repairs, materials orders, and open administrative items.

• Maintain vendor insurance documentation by uploading and organizing records in company systems and providing backup support when needed.

• Assist with ordering building materials and tracking related administrative details to support maintenance and property operations.

• Provide general office and administrative support to the department, including data entry and communication with internal teams and vendors.

Qualifications:

• At least 2 years of administrative support experience in an office environment.

• Strong organizational skills with the ability to manage multiple tasks and shifting priorities effectively.

• Clear written and verbal communication skills for working with Property Managers, support staff, and vendors.

• Proficiency with Microsoft Word and Excel, along with the ability to learn database and property management systems.

• Accurate data entry skills and close attention to detail when reviewing invoices, requisitions, and supporting records.

• Ability to work independently, take initiative, and follow through on assigned tasks.

• Experience in property management or real estate is helpful but not required.

• Comfortable working in a permanent Monday through Friday onsite role in Farmingdale, New York.

Compensation

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