Assistant to Operations Director/Accounting

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.

ESSENTIAL JOB FUNCTIONS

• 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.
• Office Logistics and Supplies: Tracking inventory and ordering office supplies as well as coordinating maintenance for office equipment.
• Data Management & Accounting: 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:
  1. Plan, execute and define projects’ scope and strategy, ensuring that projects are completed on time, within budget and meeting intended objectives;
  2. Gather, analyze and present project data and insights to appropriate personnel to ensure success of project;
  3. Align projects with company’s strategic objectives and enhance team productivity.