Office Operations Associate
About The Position
The Office Operations Associate plays a key role in maintaining the day-to-day functionality and overall consistency of Pardee Properties’ office operations. This position is responsible for owning core operational systems, ensuring processes are followed accurately, and supporting a well-organized, service-oriented office environment. This role combines front desk responsibilities with operational ownership, requiring a detail-oriented and reliable individual who is comfortable working within established systems and procedures. The ideal candidate takes pride in maintaining order, supporting others, and executing tasks with accuracy and consistency. Working closely with the Director of Operations and the broader team, this person helps ensure that office operations run smoothly, efficiently, and in alignment with company standards. This is a full time, in-office position (Venice, CA) with a designated schedule of Wednesday through Sunday (five days per week). The responsibilities outlined below represent the core functions of the Office Operations Associate role; however, this position is not limited to the tasks listed. The Associate is expected to take ownership of responsibilities, follow established processes, and adapt to evolving business needs with support and direction as needed.
Requirements
- Ability to work Wednesday through Sunday
- Prior experience in customer service, hospitality, office support, or administrative roles
- Proficient in Google Suite, Slack, and experience with CRM platforms.
- Valid drivers license and access to a reliable vehicle for office related tasks.
- Ability to lift and carry up to 30 pounds (e.g., deliveries, supply restocking)
- Must be able to perform general office tasks including sitting and standing for periods of time (e.g., events or open houses)
- Comfortable using a stool or step ladder to reach supplies stored at various heights
- Detail-oriented with a strong focus on accuracy, organization, and consistency
- Reliable and steady work style, with the ability to manage repetitive tasks and routines with care and attention
- Service-oriented and team-focused, with a willingness to support others and contribute where needed
- Comfortable working within established systems, processes, and guidelines
- Strong communication skills with an approachable, cooperative, and professional demeanor
- Ability to follow direction while also taking ownership of assigned responsibilities
- Organized and able to manage multiple tasks in a structured and methodical way
- Tech-savvy and adaptable to learning new tools and systems with guidance
Responsibilities
- Serve as a professional and welcoming first point of contact for clients, vendors, and team members, creating a positive and consistent front desk experience
- Answer and route incoming calls, relay messages, and ensure timely and accurate follow-up
- Monitor and manage general email and communication channels, ensuring requests are addressed or routed appropriately
- Maintain the organization, cleanliness, and presentation of reception, kitchen, bathrooms, meeting rooms, and shared spaces in accordance with established SOPs
- Manage deliveries, incoming mail, and inter-office transfers with attention to accuracy and timeliness
- Own key management and checkout processes, maintaining accurate tracking systems and supporting routine audits
- Follow established departmental SOPs for recurring tasks, while providing thoughtful feedback to improve clarity, organization, and efficiency over time
- Maintain inventory and supplies across office locations, ensuring materials are consistently stocked, organized, and readily available
- Own open house prep logistics, ensuring materials, keys, and supplies are prepared accurately and on schedule
- Assist with in-house and client-facing events, hospitality initiatives and departmental projects, ensuring details are handled thoroughly
- Manage internal client gifting program, including agent workflows, gift assembly, tracking, and inventory
- Maintain internal contact lists, shared access credentials (via LastPass), and office records with a high level of accuracy and care
- Enter and update relevant information in the CRM, maintaining data accuracy and consistency
- Work closely with the Director of Operations and Operations team to carry out priorities and ensure tasks are completed thoroughly and reliably
- Take ownership of assigned responsibilities, managing tasks from start to finish while following established processes and guidelines
- Assist with occasional tasks or errands connected to company leadership initiatives, with direction and prioritization from the Director of Operations
- Perform light fieldwork, including deliveries to properties or agents, running operational errands, and providing hands-on support when needed
- Attend or review monthly company All Hands meetings (live or via recording) and participate in team check-ins, staying informed and aligned with team priorities
- Support the Core Team with ad hoc tasks related to property processes and listing coordination, contributing to smooth and consistent execution
- Coordinate with internal team members and vendors to ensure tasks and requests are completed accurately and communicated clearly
Benefits
- Vacation that accrues at 10 days annually
- 8 paid company holidays
- 6 paid sick days per year
- Medical and dental insurance
- Access to a 401(k) retirement plan
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
Number of Employees
1-10 employees
