Estate Assistant Position Available In Broward, Florida

Estate Assistant
| Ft.

Lauderdale, FL, United States Posted Date
4/29/2025
Description Family Home Office Looking for

Estate Assistant General Overview:

This position will be to assist the Estate Manager with all administrative and property duties to help facilitate overall operations.

Administrative General Duties:

Answer the phones and take messages.
Answer the door.
Maintain and organize an efficient office.
Setup new workspace for new employees.
Send staff communication emails as requested.
Send morning staff schedule via text.
Create, email, and post staff schedule weekly.
Work with Estate or Human Resource Manager to schedule caregiving teams.
Order items online for caregivers and office.
Update vendor lists.
Update emergency contact lists.
Update calendars and send out invites as needed.
Send and receive mail and packages.
Run errands.
Weekly check of all printers, scanners, and computer stations, replenish ink and paper, make sure communal computers are working.
Collect packages and sign-in packages in package log, send emails to recipient that their package has arrived. Collect mail and distribute in mail slots.
Send packages as needed, prepare shipment paperwork and FedEx documents.
Prepare vendor or crew thank you notes as needed. Create new office forms and post to team Dropbox/Google drive.
Notarize documents (if able).

General Duties:

Track and distribute employee uniforms.
Maintain sign-in sheet for temperature logs.
Help employees with minor phone and computer issues including emails, setting up apps, and basic troubleshooting.
Assist with staff birthdays.
Post and maintain company announcement whiteboard, if applicable.
Help digitalize filing system for all departments.
Create and maintain guest binders/manuals for properties.
Help with guest provisioning when needed.
Maintain and update inventory of properties. Work with Accounting to update asset lists.
Track and update daily and weekly activity of property completed projects/tasks.
Create and keep up-to-date property spreadsheets, databases, binders, and checklists.
File all property documents, certificates, and other important information.
Help with the purchase and sale of cars and vehicles, registration issues.
Research new vendors & obtain estimates for Estate or Property Manager as needed. Research products and make purchases.
Follow-up with utility companies regarding issues or services.
Assist with setting up and closing utility accounts.
Schedule staff annual CPR classes/certifications.
Make sure all defibrillators and fire extinguishers are up to date.
Lost & Found Assist Managers in various projects by facilitating their requests (contacting companies or individuals to arrange meetings/appointments, creating project outlines, etc.)
Assist the CFO, Property Manager and other departments as needed.

Accounting General Duties:

Update invoice database with Accounting.
Collect W9 forms, licenses, and insurances.
Prepare check requests.
Assist with filling out business tax receipt forms and submitting when due.
Work with Accounting to open wholesale or new accounts.
Collect, organize, and track petty cash and receipts.

Other General Duties:

Maintain and update complete inventory of warehouses.
Coordinate photos/binder of rooms to ensure company standards.
Coordinate grooming and vet appointments. Ensure dogs are fed and walked accordingly.
Help coordinate and assist with events and parties as needed.
Work with other departments as needed. Job Type
Full-Time
Job Categories
Executive Assistant | Family Assistant | Other/Miscellaneous | Personal Assistant
Compensation
$35.00 – $40.00
Housing Type
Live-out