Job Description

Hours: Full-Time, Monday – Friday, 9:00 AM – 5:00 PM

Starting Pay: $22.00 per hour

Job Summary:

We are a prominent retail company based in Farmingdale, NY, seeking a highly organized and detail-oriented Property Management Administrative Clerk to provide crucial administrative support to our property management team. This position will involve a variety of office-based tasks, including vendor coordination, document management, and ensuring smooth day-to-day operations. The ideal candidate will have excellent organizational skills, a strong ability to multitask, and a solid understanding of office software, particularly Excel for spreadsheet management.

Key Responsibilities:

• Coordinate administrative tasks related to backflow and FDNY testing, including setting up and liaising with vendors.
• Assist with organizing and managing smart meter upgrades and meter reading scheduling with utility companies.
• Support maintenance coordination by scheduling and organizing truck maintenance for Property Management (PM) staff.
• Manage and document store audits for landscaping and snow removal services.
• Oversee insurance compliance for property management vendors, including ensuring up-to-date Certificates of Insurance (COI) and documentation for new vendors.
• Review open purchase orders (POs) and communicate with vendors to ensure invoice submissions for timely payment processing.
• Maintain accurate records and monitor the payment status of invoices.
• Perform general filing, organizing office documents, and maintaining an efficient office system.
• Answer office phone calls and respond to inquiries from vendors, staff, and clients.
• Verify delivery orders by cross-checking with packing slips for accuracy.
• Provide support for handling open violations and coordinate with the team as needed.
• Assist in coordinating annual tent and BBQ sales and related administrative tasks.
• Support with property maintenance requests in the AS400 system, especially for NJ locations.
• Carry out additional general office duties as needed to ensure smooth operations.

Qualifications:

• Exceptional organizational skills and attention to detail.
• Proficiency in Excel and the ability to manage and update spreadsheets efficiently.
• Strong communication skills, with the ability to interact professionally with vendors, staff, and clients.
• Ability to multitask, prioritize tasks, and work efficiently under pressure.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Previous experience in an administrative role is preferred; property management experience is a plus.
• Ability to work independently while contributing to a team-oriented environment.

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