Administrative Support/Receptionist

Greystar Management Services•Newport Beach, CA

3d•$24 - $26

About The Position

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

Responsibilities

Office Operations: Ensure all office facilities are fully functional, including telephone and voicemail systems, office equipment, lighting, temperature, and other building systems. Coordinate with vendors, contractors, and building management as needed.
Visitor Experience: Greet and welcome visitors, guests, and team members; provide refreshments, direct them to meeting rooms, and assist with logistics such as transportation or other arrangements.
Scheduling & Coordination: Manage calendars for meetings, events, and appointments; schedule appropriate rooms; and resolve conflicts to ensure efficient use of time and resources.
Office Supplies & Vendor Management: Maintain inventory of office supplies and equipment, place orders within budget, and serve as liaison between the company and vendors for repairs, maintenance, and billing.
Communications: Answer and direct incoming calls, prepare documents and presentations, and support internal communication efforts by ensuring materials are accurate, professional, and compliant with company standards.
Mail & Deliveries: Handle incoming and outgoing mail, including overnight and special deliveries, and maintain shipping supplies.
Workplace Experience: Ensure that shared spaces such as the reception area, conference rooms, and break rooms are clean, organized, and well-stocked.
Employee Engagement: Coordinate weekly lunch deliveries, organize and execute monthly team events or surprise initiatives to boost morale, and support company culture efforts.
Team Support: Provide administrative support to the Investment team, including scheduling, preparing meeting materials, and assisting with ad hoc needs.
Backup Coverage: Provide administrative support for leadership and other team members during absences to ensure continuity of operations.
Other Duties: Complete various HR, financial, administrative, and operational reports or projects as assigned.

Benefits

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. All new hires start with 15 days of vacation, 4 personal days, 10 sick days, and 11 paid holidays. Plus your birthday off after 1 year of service! Additional vacation accrued with tenure.
For onsite team members, onsite housing discount at Greystar-managed communities are available subject to discount and unit availability.
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 and 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.