Position: Administrative Assistant
Department: Corporate Office
Reports to (Position): Controller Employment
Classification: Non-Exempt

GENERAL SUMMARY:
A privately held multifamily real estate company is seeking an Administrative Assistant. This position would report
directly to the Corporate VP, provide additional support to the Corporate Controller, Ownership, and Regional Managers (collectively called Executive Team). The Administrative Assistant provides scheduling, communication, administrative and reception support to the executive team and corporate staff at the headquarter office in the Santa Ana, CA.
JOB DESCRIPTION: PRIMARY DUTIES AND RESPONSIBILITIES

Executive & Ownership Team

• Liaise with Corporate VP’s, Director of Maintenance and Controller’s Direct Report Staff.
• Organizes and distributes weekly and monthly assigned tracking project action items such as the safety inspection reports, light log tracking to appropriate parties. Coordinates and monitors completion of such action items
• Assists Executive Team with preparation of a variety of types of contracts. Maintenance, accounting, property or executive related., annual renewals and ad hoc, new vendors using templated and standardized policies and methods in place for authorizations and signatures. Works with vendors to obtain signatures and tracks to completion.
• Updates and distributes regular communications from President and controller to staff regularly such as Property Calendar, Property Contact Listings, Phone Listings, Pricing Updates, based on information provided from Executives.
• Prepares and edits correspondence, communications, presentations, and other documents.
• Takes care in understanding the legal ownership structure to prepare draft fillable forms for review by accounting or other executive’s such as escheat, housing HUD, as needed on a project basis. 
• Conducts research, collects, and analyzes data to prepare reports and documents.
• Digitally files and retrieves documents and reference materials in the Executive, & Corporate Accounting computer drive to facilitate project completions.
• Coordinates training sessions at corporate, site level and off-site locations including but not limited to; training room set up, meals/refreshments, communication, material distribution, etc.
• Create and Distribute monthly Company Newsletter using information regarding new hires, feedback from sites, new information and important items of interest to the company employees that would bring a sense of community to the company.

• E-cards (Birthdays/Anniversaries)
• New Hires for Director of Maintenance - Order new hire attire, business cards, and ID items, Create ID badges for maintenance and porters for Director of Maintenance at Corporate, Uniform listings to accounting monthly for count.
• New Hires for Corporate - Setup all corporate hires in corporate offices on phones, copier, etc. prepare offices for arrival.
• Other duties as assigned. 

General Office Duties 

• Answers corporate telephone (very light/few calls) and email (very light/few emails) from the “info” box and routes them to regional managers. (Most calls and emails are direct to our apartment sites not to the corporate office)
• Receives, sorts and forwards incoming mail. Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Assists with other related clerical duties such as photocopying, faxing, filing, and collating for corporate departments (legal, Accounting, etc.)
• Responsible for the office’s day to day operations (such as distributing building access keys, security code access, shredding pickup, etc.)
• Develop and maintain file and document storage protocols both electronically and physically storage.
• Place orders as needed for office supplies. 
• Maintain office equipment – Coordinate service calls for copier and postage machines, phone equipment. Liaise with IT department on computer equipment and assist in coordinating IT appointments with properties for the Regionals and property managers.
• Maintain Asset Tracking Database in Access for all properties, update as new equipment is acquired, coordinate with IT department on asset disposals and acquisitions tracking. Maintain storage rooms on site at Corporate office buildings, resource room, supply closets, kitchen, and restroom ensuring they are stocked and organized. Assists in the ordering, receiving, stocking and distribution of office supplies and kitchen supplies.
• Maintain and update company organizational charts, property master list, corporate directory.
• Other duties as assigned.

QUALIFICATIONS Candidates for this Position should hold the following qualifications and be able to demonstrate the following abilities to be considered as a suitable applicant.

Please note that except where specified as “preferred,” all points listed below are considered minimum requirements.

• 3 years of experience as an Administrative Assistant. 
• Excellent technical and computer skills including but not limited to: 
  1. Power Point REQUIRED 
  2. Microsoft Word Mail Merging Preferred.
  3. Microsoft Excel includes Pivot Tables, VLOOKUP, Sorting, Concatenate, =right etc. and other intermediate functions.
  4. PDF PRO Understanding of PDF Editing, Merging, Fillable, highly preferred. 
  5. Microsoft Teams, and other communications such as Zoom, GoToMeeting
• Excellent written, grammar, spelling, email etiquette, telephone, and interpersonal skills.
• Ability to effectively partner across various stakeholder groups. Capable of establishing and maintaining rapport with executives and their staff.
• Confidentiality with discretion required.
• Action and team oriented.
• Strong organizational and planning skills.
• Strong attention to detail.

ABILITIES:

• Demonstrated ability to effectively partner with others to achieve goals and effective processes and workflows.
• Strong written/ verbal communication skills; strong interpersonal skills and presentation abilities with the ability to effectively communicate with individuals across the organization.
• Strong analytical, quantitative skills; solid decision-making capabilities coupled with the ability to analyze complex situations and provide practical solutions. Sound judgment: ability to communicate recommendations and outcomes in a clear, concise manner.
• Ability to develop and maintain effective working relationships across the organization.
• Detail oriented, effective at managing multiple priorities under tight deadlines, ability to prioritize conflicting demands, organize time and resources to deliver solid and consistent results for the business and bring assignments to successful completion.

SPECIAL POSITION REQUIREMENTS:

• Hybrid Position - Four Days a Week in Office – One Day a Week from Home from 8:00 am to 4:30 pm daily. Our working environment is primarily paperless and virtual, must be comfortable working from home for two days subject to change at discretion of management should business needs change. 
• Must have and maintain a valid California driver’s license to perform job duties, vehicle insurance coverage limits, and driving record in compliance with Company policy.

PHYSICAL ABILITIES AND WORK ENVIRONMENT

• The employee is required to use hands and fingers for writing and typing, handle or feel office tools or controls; and reach with hands and arms. 
• Specific vision abilities required by the job include close vision, distance vision (may be corrected), peripheral vision, depth perception, and ability to focus on task at hand.

• Interruptions are frequent, and advance & impromptu deadlines require decision making Constant reading, comprehending, writing, communicating orally, reasoning and analyzing.
• Climbing stairs at Corporate Office to access the work location, occasional squatting, bending at neck/waist and twisting at neck/waist. 

• Sits or stands at a computer / work desk as well stands and walks to other areas of the property throughout the day.
• May stoop or crouch to access files.
• Hearing and speech within normal ranges and sufficient for clear communication face to face and especially via the telephone. 
• Exposed to noise levels typical of office environments.
• Requires face-to-face discussions with individuals.
• Requires making decisions that affect other people, the financial resources, and the image of the Satellite Management Company.
• Requires making decisions that impact the results of co-workers, clients, or the company.
• Requires work with others on a group or team.
• Includes responsibility for work outcomes and results.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements.