Position Summary

The Property Administrator at Rivani is the organizational engine behind the General Manager and operations leadership team. This is not a background role - it is an embedded, high-visibility position with direct exposure to how a Class X ultra-luxury property is run.

The person in this role ensures that information flows correctly, commitments are tracked and met, and the General Manager's time and attention are protected and directed toward the work that matters most.

We are looking for a professional who brings precision, discretion, and genuine initiative - someone who anticipates needs, communicates with confidence, and takes personal pride in the quality and reliability of their work.

Position Summary

• Executive Calendar & Scheduling: Own the General Manager's calendar with full accountability scheduling meetings, coordinating priorities, resolving conflicts proactively, and protecting time for high-value leadership activities. Arrange travel, off-site logistics, and executive-level appointments as needed.
• Correspondence & Document Preparation: Prepare, organize, and proof correspondence, reports, presentations, and briefing materials on behalf of the General Manager with accuracy, formatting professionalism, and attention to tone. Every document that leaves this desk reflects directly on Rivani.
• Communications Triage: Screen and manage incoming communications - emails, calls, and requests - with sound judgment. Flag what requires immediate GM attention, handle what can be resolved directly, and ensure nothing falls through the cracks.
• Operations Administration: Support the operations team with administrative coordination across vendors, contractors, service partners, and internal departments. Track open action items, project milestones, and follow-up commitments, providing the GM with visibility without requiring them to chase status.
• Contracts & Procurement Support: Assist in preparing vendor contracts, service agreements, and procurement documentation for GM review and signature. Maintain organized, accurate records for all executed agreements.
• Meeting Coordination: Coordinate logistics for internal meetings, department check-ins, and cross-functional working sessions including agendas, supporting materials, note-taking, and distribution of action items.
• Budget & Financial Tracking: Support budget tracking, expense reporting, and invoice reconciliation in close collaboration with the GM and finance partners. Flag discrepancies and maintain up-to-date expenditure records.
• Reporting & Filing: Compile regular operational reports and performance summaries from department leaders for GM review. Maintain organized digital and physical filing systems for contracts, correspondence, compliance documents, and operational records.
• Tenant & Visitor Coordination: Coordinate scheduling and logistics for tenant meetings, VIP visits, ownership walkthroughs, and executive-level building tours. Prepare welcome materials and briefing documents for high-profile visits. Interact with tenants and visitors on behalf of the GM with the warmth and polish Rivani's standard requires.
• Office Standards: Maintain the GM's office and shared administrative spaces to Rivani's impeccable presentation standards. Manage office supply inventory, equipment coordination, and administrative resource procurement.
• Onboarding Support: Support logistics for new hire onboarding including workspace preparation, access coordination, and orientation scheduling as directed by the People & Culture team and GM.
• Confidentiality: Handle all personnel matters, financial data, ownership communications, and resident information with the highest level of discretion. Confidentiality is a non-negotiable condition of this role.
  
  

QUALIFICATIONS

• 3+ years of property administration, administrative, executive assistant, or operations coordinator experience, preferably in luxury hospitality, premium commercial real estate, or a high-standards professional services environment
• Exceptional written and verbal communication skills - every message and document produced from this role represents the General Manager and Rivani
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and demonstrated comfort with property management, scheduling, or project management platforms
• Demonstrated ability to manage a high-volume, fast-moving workload with composure, sound prioritization, and zero tolerance for dropped details
• Absolute discretion with sensitive information across all areas: personnel, financial, ownership, and resident matters
• Proactive, self-directed work style - you identify what needs to happen and make it happen without waiting to be asked
• Professional presence and polished communication consistent with an ultra-luxury environment at every touchpoint
• Bilingual English/Spanish strongly preferred given Rivani's resident community and BBM workforce