Administrative Assistant E11even

E11EVEN 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 E11EVEN 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 BBMs 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 administrative experience in residential property management commercial property management facilities management hospitality or a similar environment.

• Fluent in English and Spanish both written and verbal.

• Experience supporting property operations administrative processes vendors residents owners or facilities teams.

• Working knowledge of accounts receivable and accounts payable processes.

• Proficiency in Yardi and MaintenanceX required.

• Strong proficiency with Microsoft Office Google Workspace and other administrative systems.

• Excellent organizational skills and exceptional attention to detail.

• Strong written and verbal communication skills.

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Strong customer service and interpersonal skills.

• Ability to handle confidential financial resident employee and company information with discretion.

• Ability to work independently while collaborating effectively with leadership and cross-functional teams.

• Strong problem-solving skills with a proactive and solutions-oriented mindset.

PHYSICAL REQUIREMENTS

• Ability to sit and work at a computer for extended periods.

• Ability to use office equipment telephone and computer systems.

• Ability to move throughout the property as needed to support operations.

• Ability to occasionally lift and carry up to 25 lbs.

WHO YOU ARE

• Highly organized and detail-oriented you keep records deadlines and administrative processes accurate and organized.

• Hospitality-minded you understand that every administrative interaction can impact the resident owner and guest experience.

• Financially attentive you understand the importance of accuracy when handling invoices payments assessments and financial records.

• Bilingual and communicative you can confidently communicate with residents owners vendors and team members in both English and Spanish.

• Proactive and resourceful you identify what needs to be done and take action without waiting to be asked.

• Reliable and accountable you follow through and ensure tasks are completed accurately and on time.

• Calm under pressure you can manage competing priorities while maintaining professionalism.

• Discreet and trustworthy you understand the importance of confidentiality when handling financial and property information.

• Technology-oriented you are comfortable learning and using property management maintenance financial and administrative systems.

• Service-driven you consistently look for ways to improve the experience of residents owners guests vendors and internal teams.

WHAT MAKES US DIFFERENT

• Competitive benefits package provided. Details shared during the hiring process.

• Luxury hospitality and residential working environment in the heart of Miami.

• Opportunity to work alongside experienced property management and hospitality professionals.

• Rewards & Recognition programs.

• Opportunity for professional growth within Black Briar Managements expanding South Florida portfolio.

• Exposure to luxury residential hospitality commercial and mixed-use property operations.

Black Briar Management is an equal opportunity employer committed to a diverse inclusive and high-performing workplace.