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.
Compensation & Schedule
- Position Type: Full-time
- Salary Range: $38,000 to $44,000 per year, depending on experience
- Benefits: Full suite of benefits, inlcuding health, dental, eye, 401k, 401k match.
- Work Location: 323 Anastasia Blvd, Saint Augustine FL 32080
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.
