Administrative Assistant - E11even

E11EV
EN Miami is a premier luxury hospitality and residential destination in the heart of Miami, combining elevated hospitality, residential living, and world-class amenities. The property operates in a fast-paced, high-touch environment where exceptional service, operational precision, and attention to detail are essential.

Black Briar Management (BBM) is a hospitality-focused property management company managing luxury residential, hospitality, commercial, and mixed-use assets across South Florida.

At E11EV
EN Miami, the Administrative Assistant supports the onsite leadership and operations team by ensuring administrative, financial, resident, vendor, and property-related processes are handled accurately, professionally, and efficiently.

POSITION OVERVIEW

The Administrative Assistant serves as a key administrative and operational support partner to the General Manager, Assistant General Manager, and onsite property team.

This position supports accounts receivable and payable, resident and owner communications, vendor coordination, records management, property operations, and administrative reporting. The role requires strong attention to detail, financial accuracy, confidentiality, and the ability to manage multiple priorities in a luxury hospitality and property management environment.

The ideal candidate is highly organized, bilingual in English and Spanish, comfortable working with property management and maintenance systems, and experienced in residential property, commercial property, or facilities management. The successful candidate will be proactive, service-oriented, and capable of maintaining a high level of professionalism when interacting with residents, owners, vendors, contractors, and internal leadership.

CORE RESPONSIBILITIES

• Administrative & Leadership Support: Provide comprehensive administrative support to the General Manager, Facility Manager, and onsite leadership team, including correspondence, reports, scheduling, document preparation, recordkeeping, and operational follow-up.

• Accounts Receivable: Prepare and distribute monthly assessment invoices, special assessments, and other owner charges. Track and accurately post payments, monitor outstanding balances, prepare aging reports, and assist with follow-up on delinquent accounts.

• Accounts Payable: Receive, review, and process vendor invoices; obtain appropriate approvals; coordinate payments; and maintain accurate vendor and accounts payable records.

• Financial Administration: Assist with reconciliations, invoice tracking, payment records, budget documentation, and other administrative financial reporting. Ensure financial information is maintained accurately and confidentially.

• Resident & Owner Communication: Serve as a professional point of contact for residents, owners, vendors, and other stakeholders. Respond to inquiries regarding assessments, payments, property operations, and administrative matters while maintaining BBM's service standards.

• Vendor & Contractor Coordination: Coordinate vendor communication, access, scheduling, documentation, invoices, and follow-up. Maintain organized vendor records and ensure required administrative documentation is current.

• Property Operations Support: Assist the management team with day-to-day operational coordination, including service requests, deliveries, maintenance communication, office supplies, property documentation, and other administrative needs.

• Maintenance Coordination: Support the tracking and coordination of maintenance requests through MaintenanceX, ensuring information is properly documented and communicated to the appropriate team members.

• Yardi Administration: Utilize Yardi to support property records, financial information, resident/owner information, reporting, and other administrative functions as required.

• Resident Records & Communications: Maintain accurate resident and owner contact information, emergency contacts, files, notices, newsletters, and other community communications.

• Meeting & Event Support: Assist with the planning and execution of association meetings, leadership meetings, resident events, and property activities. Prepare materials, coordinate logistics, and provide administrative support as needed.

• Rental Program Support: When applicable, assist with rental applications, agreements, booking schedules, owner and guest communication, unit preparation coordination, rental income tracking, and distribution of rental proceeds.

• Reporting & Documentation: Prepare administrative, operational, financial, and property reports as requested by leadership. Maintain accurate digital and physical records and ensure information is readily available when needed.

• Continuous Improvement: Identify opportunities to improve administrative processes, communication, recordkeeping, and operational workflows. Support the management team in implementing solutions that improve efficiency and the overall resident and guest experience.

WHAT YOU BRING

• High school diploma or GED required.

• 3+ years of…