Receptionist/Administrative Assistant

This position is a full-time role that reports to the Corporate Office located in Irvine, CA. The schedule is Monday - Friday from 8:30am - 5:00pm.

The Administrative Assistant will be performing receptionist and office management duties, which includes answering and routing telephone calls, greeting and assisting guests, ordering supplies and coordinating office maintenance.

ESSENTIAL JOB FUNCTIONS

1. Assist VP, President and other department leaders with various administrative duties.
2. Type correspondence, memoranda, forms and other documents as requested by VP and other department heads. Typed products should be attractive, error free and grammatically correct.
3. As needed, may run errands for delivery and pickup for office.
4. Answer and direct all incoming telephone calls in a courteous manner and according to fair housing laws. As required, will take messages and relay messages to the appropriate individual, as well as conveying messages via voice mail.
5. Transfer utilities during transitions of buying and/or selling of properties.
6. Print and scan paid invoices for refinanced or sale of properties.
7. Create, assemble, and organize document packets for management, property transactions, meetings, presentations, and other business purposes. Ensure all required documentation is included and properly arranged.
8. Assist tenants, customers and vendors with general inquiries.
9. Ensure that the office has the necessary office supplies:

1. Check supplies once a week for items that need to be ordered: check the supply cabinets, printer and copier toners, kitchen, postage and overnight supplies.

b. On the 15th of each month, order and have delivered envelopes to mailing service for preparation of rental statements

10. Ability to convert existing programs, reports and data into structured Excel spreadsheets.

11. Provide general administrative support to other departments, including filing, document preparation, data entry, copying, scanning, and special projects as needed.

12. Assist with coordinating deliveries, incoming and outgoing correspondence, and general office operations.

13. Enter and update information in company software programs and databases.

14. Track documents requiring signatures, approvals, or follow-up.

15. May perform other duties as required.