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Administrative Associate
Job
Confidential
Saint Augustine, FL (In Person)
$39,468 Salary, Full-Time
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Job Description
About the job Position Overview We are seeking a full-time Administrative Associate to support the accounting, administrative, and operational needs of a real estate development company and family office. This role is ideal for someone who is highly organized, detail-oriented, tech savvy, and comfortable handling a mix of accounting support, office administration, document management, and day-to-day operational tasks. The right candidate will be dependable, professional, discreet, and able to manage multiple priorities in a fast-paced, entrepreneurial environment. Key Responsibilities Accounting & Financial Support Assist with basic bookkeeping and accounting-related tasks. Process and organize invoices, payments, reimbursements, and vendor records. Help track accounts payable and accounts receivable. Maintain accurate financial records by project, property, entity, or account. Assist with bank, credit card, and vendor statement reconciliations. Code expenses to the appropriate project, property, or entity. Coordinate with outside accountants, bookkeepers, tax advisors, and other professionals. Help prepare reports, schedules, and supporting documentation as needed. Maintain W-9s, insurance certificates, lien waivers, and other vendor documentation. Administrative & Office Support Provide general administrative support to principals and team members. Manage calendars, schedule meetings, coordinate calls, and assist with follow-up items. Draft, format, scan, file, and organize documents and correspondence. Maintain digital and physical filing systems. Handle mail, packages, office supplies, and general office organization. Assist with travel arrangements, reservations, and other logistical needs. Support family office and personal administrative matters with discretion and confidentiality. Real Estate Development Support Organize project-related invoices, contracts, draw requests, and backup materials. Maintain files for development projects, properties, consultants, contractors, lenders, and vendors. Assist with tracking deadlines, payments, renewals, insurance requirements, and project deliverables. Communicate with contractors, vendors, consultants, attorneys, lenders, and property managers as needed. Support the team with special projects and other operational tasks. Qualifications Bachelor's degree required. 1-3 years of relevant work experience preferred. Strong attention to detail and accuracy. Excellent organizational and time-management skills. Tech savvy and comfortable learning new systems. Proficiency with Microsoft Office, especially Excel, Word, and Outlook. Experience with QuickBooks or other accounting software is a plus. Real estate, property management, construction, accounting, or family office experience is a plus. Strong written and verbal communication skills. Ability to handle confidential information with discretion. Professional, dependable, proactive, and willing to take initiative. Comfortable working in a small-office environment where responsibilities may vary day to day. Ideal Candidate The ideal candidate is organized, dependable, detail-oriented, and eager to learn. This person should be comfortable working with numbers, documents, vendors, and schedules, while also being flexible enough to assist with a wide range of administrative, accounting, real estate, and family office responsibilities.