Full-time / Remote / Worldwide / $1,800 – $2,200 USD monthly

About the Role

Our client is looking for a highly organized and detail-oriented Administrative Assistant to support the Facilities and Compliance teams of a growing property management organization.

This role will provide day-to-day administrative and operational support across compliance, facilities, tenant communication, scheduling, documentation, vendor coordination, and data management. The ideal candidate is proactive, dependable, comfortable managing multiple priorities, and diligent about following tasks through to completion.

This position is well suited for someone who enjoys working behind the scenes to keep operations organized and ensure deadlines, inspections, documentation, and follow-ups are handled accurately and on time.

Key Responsibilities

Compliance Support

Submit required compliance documentation to government agencies and other relevant organizations.
Request and reschedule hearings and other compliance-related appointments.
Prepare documentation and supporting materials for hearings.
Review incoming violations and accurately update records and custom fields.
Compile supporting documentation for violation disputes.
Certify violations and maintain accurate compliance records.
Coordinate property access with tenants for inspections and compliance-related work.
Assist with Local Law projects and other compliance initiatives.
Maintain and update compliance spreadsheets and tracking systems.
Schedule and calendarize inspections, hearings, and compliance deadlines.
Monitor and respond to the department’s shared compliance inbox, ensuring requests are routed and followed up on appropriately.

Facilities & Property Support

Prepare and distribute building-wide memos and tenant communications.
Create, coordinate, and order building signage as needed.
Maintain and update maintenance calendars.
Communicate with tenants regarding maintenance, access, inspections, and other building-related matters.
Submit required paperwork to NYC agencies.
Order office, building, and maintenance supplies.
Coordinate access for vendors, contractors, inspectors, and other service providers.
Answer and respond to calls from vendors and contractors.
Maintain accurate records of facilities-related activities, requests, and follow-ups.
Assist the Facilities team with general administrative and coordination tasks as needed.

What We’re Looking For

Previous experience in administrative support, property management, facilities, compliance, operations, or a related field.
Excellent organizational and time-management skills.
Exceptional attention to detail and accuracy.
Strong written and verbal communication skills.
Ability to manage multiple tasks, deadlines, and priorities simultaneously.
Strong follow-through and ownership of assigned tasks.
Comfortable working with spreadsheets, email, calendars, and digital documentation.
Ability to learn new systems and processes quickly.
Comfortable communicating professionally with tenants, vendors, contractors, and government agencies.
Proactive approach to problem-solving.
Willingness to ask questions when clarification is needed rather than making assumptions.
Ability to work independently while keeping managers informed of progress and outstanding items.

The Ideal Candidate

The ideal candidate is someone who doesn’t let things fall through the cracks.

You are highly organized, detail-oriented, and naturally proactive. When given a multi-step task, you know how to break it down, track each step, follow up with the appropriate people, and make sure it is completed.

You should be comfortable working with a variety of stakeholders—from tenants and vendors to contractors and government agencies—and understand the importance of being professional, responsive, and accurate in every interaction.

Property management, NYC compliance, facilities, or real estate experience is a strong plus, but candidates with transferable administrative or operations experience are encouraged to apply.