Property Administrator at Distro – Miami, Florida

Position Summary The Property Administrator at Rivani is a vital role supporting the General Manager and operations leadership team at a Class X ultra-luxury property. This high-visibility, embedded position ensures smooth information flow, tracks commitments, and protects the General Manager's time to focus on critical work. We seek a professional with precision, discretion, genuine initiative, confident communication skills, and pride in delivering high-quality, reliable work.

Key Responsibilities:

• Own the General Manager's calendar: schedule meetings, manage priorities, resolve conflicts proactively, and arrange travel and executive appointments.

• Prepare and proof correspondence, reports, presentations, and briefing materials with accuracy, professionalism, and appropriate tone.

• Manage incoming communications (emails, calls, requests): prioritize for GM attention or resolve directly.

• Support operations coordination across vendors, contractors, partners, and departments; track action items and project milestones.

• Assist with vendor contracts, service agreements, and procurement documents; maintain organized and accurate records.

• Coordinate meetings: logistics, agendas, materials, note-taking, and action item follow-ups.

• Support budget tracking, expense reporting, and invoice reconciliation; flag discrepancies.

• Compile operational reports and maintain organized filing systems for contracts and compliance documents.

• Coordinate tenant meetings, VIP visits, ownership walkthroughs, and executive tours; prepare welcome and briefing materials.

• Maintain the GM's office and shared administrative spaces to impeccable standards; manage supplies and equipment.

• Support new hire onboarding logistics including workspace setup, access coordination, and orientation scheduling.

• Handle all sensitive information with utmost confidentiality.

Qualifications:

• 3+ years in property administration, executive assistance, administrative, or operations coordination, preferably in luxury hospitality, premium commercial real estate, or professional services.

• Exceptional written and verbal communication skills; represent the GM and Rivani in all communications.

• Advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint); comfortable with property management and project platforms.

• Ability to manage a fast-paced, high-volume workload with strong prioritization and no dropped details.

• Absolute discretion handling personnel, financial, ownership, and resident information.

• Proactive, self-starter mindset; takes initiative independently.

• Professional demeanor and polished communication fitting an ultra-luxury environment.

• Bilingual English/Spanish strongly preferred to serve Rivani's resident community and workforce.

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