Executive / Office Assistant — Real Estate & Construction Rachid Lati Development Group Totowa, NJ Job Details Full-time From $25 an hour 11 hours ago Qualifications Executive administrative support English Attention to detail Construction administrative experience Office management Property management Full Job Description Executive / Office Assistant — Real Estate & Construction We are seeking an organized, dependable Executive / Office Assistant to support the owners and help manage daily operations across our construction, real estate development, and property management businesses. This role combines administrative support, tenant coordination, and bookkeeping. We are looking for someone who takes ownership of tasks, communicates professionally, keeps accurate records, and consistently follows through without needing repeated reminders. Key Responsibilities Tenant Communications & Property Operations Serve as a contact for tenant calls, emails, and maintenance requests. Monitor outstanding rent balances, send payment reminders, follow up with tenants, and maintain clear records of communications and payment commitments. Enter, track, and schedule work orders; coordinate access with tenants, maintenance personnel, and vendors. Follow up on repairs through completion and promptly escalate urgent issues. Assist with move-in and move-out coordination, tenant notices, and maintaining complete tenant files. Update tenant accounts and property records in AppFolio. Executive & Administrative Support Assist the owner with daily priorities, scheduling, appointments, and follow-ups. Draft and respond to emails, prepare correspondence, and track outstanding requests. Communicate with contractors, vendors, suppliers, accountants, and other business contacts. Organize digital files, contracts, invoices, insurance certificates, and project documents. Maintain calendars and deadline trackers for renewals, inspections, meetings, and project requirements. Help establish consistent office procedures, filing systems, and task tracking. Bookkeeping & Financial Administration Enter and categorize bills, receipts, deposits, and expenses accurately. Maintain separate, organized records for multiple companies and properties. Assist with accounts payable, accounts receivable, bank reconciliations, and resolving discrepancies. Match invoices with supporting documentation and flag missing information or duplicate charges. Prepare payment schedules for approval and follow up on outstanding vendor invoices. Coordinate with the accountant to provide organized records and supporting documents. Construction & Development Support Request and organize vendor quotes, purchase orders, and delivery information. Follow up with subcontractors and suppliers regarding scheduling, paperwork, and outstanding items. Maintain project expense trackers and assist with organizing permit and inspection documentation. Qualifications Previous experience in office administration, executive support, property management, or a similar role. Working knowledge of bookkeeping, including accounts payable, accounts receivable, and reconciliations. Strong written and verbal communication skills, including the ability to handle difficult tenant conversations professionally. Excellent attention to detail and the ability to manage priorities across multiple properties, projects, and companies. Proficiency with Excel, email, calendars, and digital filing systems. Ability to work independently, maintain confidentiality, and exercise sound judgment. AppFolio experience strongly preferred. Spanish Speaking is a big plus Experience in real estate, construction, or a business managing multiple entities is a plus. Who Will Succeed in This Role You are proactive, comfortable working with numbers, and persistent with follow-ups. You can move between tenant requests, bookkeeping, and executive support while keeping tasks organized. You know when to resolve an issue independently and when to bring it to the owner's attention. To Apply Please submit your résumé and a brief description of your relevant experience, including the bookkeeping and property management software you have used.

Pay:

From $25.00 per hour Expected hours: No less than 20.0 per week

Language:

Spanish (Preferred) English (Required) Ability to

Commute:

Totowa, NJ 07512 (Required)

Work Location:

Hybrid remote in Totowa, NJ 07512