Administrative Assistant - South Palm

Greystar Management Services•Daly City, CA

3d•Onsite

About The Position

Performs various tasks and activities to provide administrative, and clerical support to a department(s) and/or group of team members and managers.

Requirements

1-2 Years of Related Experience
Strong organizational and time management skills
Exceptional attention to detail
Excellent written and verbal communication abilities
Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel
Familiarity with general office systems and administrative processes

Responsibilities

Ensures that the property facilities are in working condition, including office equipment, telephone and voice mail systems, fax machines, gates, internet, alarm system, temperature, A/C or heat, lighting, and other office systems, by contacting vendors, contractors, building management, and other service providers as needed.
Maintains current city permits (alarm, pool, spa, boiler, hazmat recycling) for propert(ies).
Greets and welcomes visitors, guests, and visiting team members to the office and provides for their comfort by offering refreshments, directing them to appropriate meeting rooms and offices, and answering questions about the facilities, transportation, or other business arrangements.
Maintains calendars for meetings, events, and other appointments, schedules appropriate meeting rooms/locations and time, and resolves scheduling and other conflicts as necessary to ensure effective use of time and resources.
Establishes and monitors the inventory of office supplies and equipment, orders supplies as needed and within the established budget and approval process, and acts as liaison between the Company and vendors for repair, lease renewal, equipment maintenance, or issues with supplies, invoices, and billing.
Answers incoming telephone calls, directs callers to appropriate team members or responds to caller questions and needs, takes and delivers complete messages in a timely fashion, and follows up as needed to achieve customer satisfaction.
Prepares documents, letters, presentations, and other communication materials for internal distribution, types and spell-checks documents, creates graphs and other displays, complies with document retention policies, and acts as liaison for questions related to communication.
Handles incoming and outgoing mail and deliveries, including maintaining the postage meters and shipping supplies, ensuring timely distribution of incoming mail, screening and sorting priority from non-priority items as directed, and preparing overnight and special mail delivery packages.
Receives, verifies, approves, and processes invoices, purchase orders, and other bills to be paid, tracks and maintains records of all transactions, purchases, orders, receipts, and statements, and ensures all vendors are in compliance and are approved.
Ensures that the reception area, conference rooms, break rooms, and other common areas are clean and free of litter and trash, stocks the mini refrigerators with a variety of beverages, and straightens up furniture and accessories to maintain an attractive, clean, and appealing appearance.
Completes various human resources, financial, administrative, and other reports and analysis, and performs other duties as assigned or as necessary.

Benefits

20% housing discount
Incentive-based bonuses
Competitive Medical, Dental, Vision, and Disability & Life insurance benefits
Low (free basic) employee Medical costs for employee-only coverage; costs discounted after 3 and 5 years of service.
Generous Paid Time off (15 days of vacation, 4 personal days, 10 sick days, and 11 paid holidays)
Your birthday off after 1 year of service
Additional vacation accrued with tenure
6-Week Paid Sabbatical after 10 years of service (and every 5 years thereafter)
401(k) with Company Match up to 6% of pay after 6 months of service
Paid Parental Leave
Lifetime Fertility Benefit reimbursement up to $10,000 (includes adoption or surrogacy)
Employee Assistance Program
Critical Illness, Accident, Hospital Indemnity, Pet Insurance and Legal Plans
Charitable giving program and benefits