Office Administrator - Property Management

Temporary Office Administrator - Property Management

Location: The Riverside Church in the City of New York (New York, NY)

Reports to: Director of Property Management & Property Manager

Department: Operations

Schedule: Temporary Full-Time, 3 months with possibility to extend employment; 9:00am to 5:00pm (occasional evenings/weekends for meetings or events)

Pay Range: $58,000 to $62,000

Start Date: November 2025

Position Summary:

The Administrative Assistant supports the Director of Property Management and Facilities leadership team by coordinating daily departmental operations, managing communications, and maintaining documentation across projects, vendors, and compliance programs. This role serves as the administrative hub of the department, facilitating information flow between internal staff, contractors, consultants, and external agencies. The ideal candidate will possess strong organizational, communication, and project coordination skills, with the ability to manage multiple priorities in a dynamic, fast-paced environment.

Essential Job Responsibilities:

Administrative & Departmental Support

• Provide direct administrative assistance to the Director of Property Management, Property Manager and Director of Security.
• Draft, edit, and distribute correspondence, memos, reports, proposals, and meeting materials.
• Prepare invoice payment approvals in coordination with Finance through Fidesic.
• Maintain electronic filing systems for contracts, insurance certificates, compliance documentation, and project records.
• Manage calendars, coordinate meetings, and prepare supporting materials

Operations & Work Order Coordination

• Serve as first point of contact for maintenance and building service requests from church staff and tenants; log, track, and follow up on all requests through the work order system.
• Coordinate scheduling of inspections, contractor visits, and internal maintenance work in collaboration with the engineering and custodial teams.
• Track and update work order and project status reports, ensuring timely communication and closure of outstanding issues..

Vendor & Compliance Administration

• Maintain up-to-date vendor and contractor files, including COIs, service agreements, permits, and licenses.
• Assist in coordinating compliance documentation for Local Laws (LL87, LL88, LL97, LL126, etc.), NYSERDA programs, and insurance renewals.
• Support the scheduling of inspections, energy audits, and contractor site access.

Departmental Organization & Communication

• Oversee office supply inventory, equipment maintenance, and document distribution within the Property Management suite.
• Serve as liaison between the Property Management, Security, and Finance Departments for scheduling and information sharing.
• Assist in onboarding and orientation for new departmental staff or vendors.

Qualifications and Experience Requirements:

• Education: Bachelor’s degree preferred; Associate’s degree and equivalent experience accepted.
• Experience: Minimum of 3 years of administrative experience, preferably in facilities, construction, or property management.
• Skills:
  • Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
  • Experience with work order or project management systems (e.g., Smartsheet, FMX, or similar).
  • Excellent written and verbal communication skills.
  • Ability to manage confidential information with professionalism and discretion.
  • Strong attention to detail, organization, and time management.
  • Familiarity with compliance and sustainability initiatives a plus (LL97, energy benchmarking, etc.).

Our organization offers a wide range of comprehensive benefits, including generous time off and a strong emphasis on achieving a great work-life balance.

TRC is an Equal Opportunity Employer. No employee or applicant for employment shall be discriminated against in any term or condition of employment because of race, color, religion, national origin, sex, age, sexual orientation, or any other characteristic protected by law. We are constantly striving to make our organization anti-racist. Diversity, equity, and inclusion are core values. As an employee, you become part of that mission.

No relocation or sponsorship provided.