Assistant to Operations Director/Accounting
About The Position
This position reports to the Corporate Office located in Irvine, Ca. The Administrative Assistant is a key member of the Administration team, providing operational, accounting and project coordination support across multiple departments. This position plays an integral role in ensuring the efficient day-to-day operation of the office while supporting accounting functions, coordinating onboarding and transition projects, and assisting with organizational initiatives. A strong focus on paperwork, documentation, and coordination of projects, real estate transactions and accounting responsibilities.
Requirements
- Advances skills in Excel, Outlook, PowerPoint, Word and Acrobat required.
- Experience in creating and editing fill- in forms.
- 3-5 years of experience in Accounts Payable/Receivables required.
- Strong problem-solving abilities, high attention to detail, adaptability and excellent verbal/written communication, excellent organizational skills
- Ability to learn and adapt to property management software systems.
- Ability to lift, push, pull up to 15 lbs.
- Ability to walk, stand constantly.
- Prolonged periods sitting at a desk and working on a computer.
- Must possess reliable transportation, a valid driver’s license, and state-required automobile insurance coverage.
Nice To Haves
- Experience working with project management tools preferred.
- Experience in Property Management/Real Estate preferred.
- Real Estate license or experience preferred.
- Associates or Bachelors degree preferred.
- Knowledge in Yardi and RealPage helpful.
Responsibilities
- Serve as the first point of contact by answering and directing incoming phone calls professionally.
- Prepare, edit, proofread, and distribute correspondence, reports, presentations, meeting materials, and other business documents.
- Create and maintain fillable forms using Adobe Acrobat and Microsoft Office applications.
- Maintain organized electronic and paper filing systems.
- Provide administrative support to the Director of Operations and Accounting Department.
- Tracking inventory and ordering office supplies as well as coordinating maintenance for office equipment.
- Performing basic bookkeeping, processing invoices and data entry.
- Maintain line of credit, credit card, banking and obtain utility allowance information monthly.
- Coordinate and manage all Onboarding projects including, property sale, new management accounts, property purchases, refinance existing properties, new software implementation.
- Plan, execute and define projects’ scope and strategy, ensuring that projects are completed on time, within budget and meeting intended objectives.
- Gather, analyze and present project data and insights to appropriate personnel to ensure success of project.
- Align projects with company’s strategic objectives and enhance team productivity.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
