Executive Assistant and AP Coordinator

The Executive Assistant & Accounts Payable Coordinator keeps leadership organized and makes sure the portfolio's bills are invoiced accurately and on time. The role sits at the center of the asset management team. It handles executive calendars and correspondence, processes vendor invoices across the managed buildings.

Reports to:

Accounts Payable Director & Office Manager

Executive support

• Manage executive calendars, scheduling meetings across New Jersey and Florida
• Triage the inbox and draft correspondence to partners, vendors and outside contacts
• Prepare agendas, briefing materials and meeting follow-ups, and track action items to completion
• Book travel and prepare expense reports
• Maintain organized digital files for deals, properties and company records
• Support special projects as assigned

Accounts payable

• Receive, review and code vendor invoices for each property and entity
• Maintain vendor records, including W-9s and certificates of insurance
• Answer vendor payment questions and resolve billing discrepancies

Asset management support

• Prepare reports for leadership

• 3+ years in an executive assistant, administrative or accounts payable role
• Working knowledge of accounts payable: invoice coding, approvals, vendor records
• Advanced Microsoft Office skills, especially Outlook and Excel
• Strong organization with the ability to manage m
• Clear, professional written and verbal communication
• Discretion with confidential financial and business information
• Experience in real estate, property management or asset management
• Experience with property accounting software (such as App Folio)
• Coursework or a degree in accounting, finance or business
• Bilingual in English and Spanish

We are an equal-opportunity employer committed to an inclusive workplace. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.