Job Title: Administrative Assistant

Reports to: Accounting Manager

Location: Irvine, CA
Salary Range: $19-21/hr

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

JOB SUMMARY:MarWest Commercial, a division of FirstService Residential, is actively looking for an Administrative Assistant to join the Accounting team.

The Administrative Assistant is responsible for supporting the accounting and operations team in various capacities. The position requires an individual who is ambitious, self-directed, and capable of working autonomously or with the broader team to achieve the business and financial goals of the company.

Essential Duties and Responsibilities

• Manages all administrative tasks for the company, including handling incoming and outgoing mail, shipping needs, mail distribution, copying, supply ordering, filing, and scanning.
• Acts as the main contact for fulfilling Escrow Demand requests.
• Provides backup support for the Compliance Team which oversees vendor verification and setup in the acco
  unting system.
• Assists the Accounting Assistant with cashiering and the preparation of owner documents like welcome packages and new budget packages when needed.
• Assists with administrative tasks during tax season, including packaging tax documents for electronic delivery or physical copies as requested by clients.
• Maintains association tracking schedules and ensures the distribution of monthly reports.
• Plans and coordinates department meetings and events, preparing agendas and materials for distribution.
• Prepares correspondence, reports and materials for signature and distribution
• Handles routing of inbound calls from external customers.
• Assists with the reduction of incoming mail as it relates to vendor invoices
• Participate in special projects as needed & other duties as assigned.
• Prepare and maintain procedures for specific job duties.

Other Job Requirements

• Maintains highest degree of confidentiality in all matters
• Strong interpersonal and organizational skills with the ability to manage multiple priorities
• Knowledge of Microsoft Outlook, Word, and Excel
• Excellent accuracy and attention to detail
• Organized and excellent multi-tasking skills

• Minimum of 2 years of experience in a support role

Supervisory Responsibility

None

Education & Experience

• High school degree
• Must possess strong written and verbal communication skills, including exceptional telephone management and the ability to write emails
• Self-starter, action oriented, quick learner, able to multitask, highly organized, excellent attention to detail, customer focused,
• Excellent time management skills

Language Skills

Proficient in English

Tools and Equipment Used

General office equipment

Physical Requirements/Work Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25 lbs.
• Must be able to sit for extended periods of time
• Must have finger dexterity for typing/using a keyboard
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, vendors and our clients

• Valid California Driver's License and State mandated vehicle insurance, and registration.

This is a full time position with typical scheduled hours, Monday through Friday, 8:00 a.m. – 5:00 p.m. May be required to work overtime as needed and approved by supervisor. Consistent and regular attendance required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Schedule is subject to change based on business needs.

Disclaimer

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.
Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances.All offers of employment with FirstService Residential are contingent upon a satisfactory background check.