Receptionist/Administrative Assistant

VPM Management, Inc•Irvine, CA

10d•$26 - $30•Onsite

About The Position

This full-time position is based at the corporate office in Irvine, California, and reports to the Corporate Office. The schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m. The Administrative Assistant performs receptionist and office-management duties, including answering and routing telephone calls, greeting and assisting guests, ordering supplies, and coordinating office maintenance. The role also provides administrative support to executives and other departments and assists with property-related transactions and general office operations.

Requirements

At least one year of office experience; real estate or property management experience is preferred.
High school diploma or equivalent.
Intermediate computer skills, including Word and Excel.
Typing speed of at least 60 words per minute and 10-key-by-touch skills.
Experience creating, maintaining, and modifying spreadsheets for data tracking, reporting, calculations, and analysis.
Outstanding communication skills and a good command of English, including correct punctuation in typed work.
Professional demeanor, attention to detail, and ability to organize and handle multiple tasks.
Ability to exercise discretion and good judgment.
Ability to work independently with minimal supervision and to assist other personnel as needed.
Ability to interpret and apply written and verbal instructions and compose correspondence.
Self-motivated, able to complete assigned tasks, and able to negotiate.
Able to multitask, prioritize, and perform effectively in a fast-paced environment with changing priorities and demands.
Ability to adapt to change, establish relationships, build consensus, anticipate roadblocks, and work as part of a team.
Driver’s license and proof of vehicle insurance required.
Ability to communicate clearly in English with coworkers, residents, vendors, local officials, and agencies.
Ability to bend and twist with ease.

Nice To Haves

Office experience in a real estate or property management environment.

Responsibilities

Assist the VP, President, and other department leaders with administrative duties.
Type correspondence, memoranda, forms, and other documents, ensuring they are attractive, accurate, and grammatically correct.
Run errands for office deliveries and pickups as needed.
Answer and direct incoming calls courteously and in accordance with fair housing laws; take and relay messages, including via voicemail.
Transfer utilities during property purchases and sales.
Print and scan paid invoices for refinanced or sold properties.
Create, assemble, and organize document packets for management, property transactions, meetings, presentations, and other business purposes, ensuring required documents are included and properly arranged.
Assist tenants, customers, and vendors with general inquiries.
Check office supplies weekly, including supply cabinets, printer and copier toner, kitchen supplies, postage, and overnight supplies; order needed items.
Order envelopes on the 15th of each month and arrange delivery to the mailing service for preparation of rental statements.
Convert existing programs, reports, and data into structured Excel spreadsheets.
Provide general administrative support to other departments, including filing, document preparation, data entry, copying, scanning, and special projects.
Coordinate deliveries, incoming and outgoing correspondence, and general office operations.
Enter and update information in company software programs and databases.
Track documents requiring signatures, approvals, or follow-up.
Perform other duties as required or directed.