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 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 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 Management's 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.