Office Administrator

Job Summary

The Office Administrator supports the daily operations of a land development company. This is a hands-on, in-office role ideal for someone who thrives in a dynamic environment, enjoys variety, and takes pride in keeping both administrative and executive functions running smoothly.

This position requires strong organizational skills, sound judgment, discretion, and the ability to anticipate needs before they arise. The ideal candidate is resourceful, detail-oriented, and comfortable managing shifting priorities while serving as a trusted support to company leadership.

This position is located in Scottsdale 

Key Responsibilities

Office & Administrative Operations

• Answer and direct incoming phone calls professionally


• Sort, distribute, and manage incoming and outgoing mail


• Maintain a clean, organized, and fully stocked office environment


• Track and manage office supply inventory; place orders as needed


• Run company errands, including bank deposits as required


• Coordinate and maintain the company guest suite for out-of-town guests and business associates

Financial & Vendor Support

• Track, code, and route vendor invoices to the Controller

• Proficiency with QuickBooks Online for routine transactional data entry


• Demonstrated understanding of basic bookkeeping principles, internal controls, and accurate record-keeping standards

• Monitor incoming bank statements and promptly email copies to the Controller(s)


• Assist with basic administrative coordination related to accounting and finance

Executive & Business Support

• Assist company executives with calendar management, scheduling, and day-to-day logistics


• Coordinate meetings, appointments, and limited travel arrangements as needed


• Obtain electronic signatures and assist with drafting documents and correspondence


• Handle confidential correspondence and sensitive information with a high level of discretion


• Provide administrative support on special projects and follow-ups


• Act as a reliable gatekeeper and problem-solver for leadership

General Support & Special Projects

• Anticipate office and executive needs and proactively address issues


• Assist with business-related errands, purchases, and returns as needed


• Adapt to evolving priorities and provide flexible support across departments


• Handle customer/vendor gifts and “thank you’s”


• Facilitate and organize company holiday (and special) events

Qualifications & Experience

• 3–5 years of experience as an Office Administrator, Executive Assistant, or similar role


• Experience supporting executives or busy professionals in a fast-paced environment


• Strong organizational and multitasking skills with high attention to detail


• Excellent written and verbal communication skills


• Tech-savvy and comfortable with email, calendars, document management, and task tools


• Professional, trustworthy, and discreet


• QuickBooks Online and basic bookkeeping principles

Preferred Qualifications

• Arizona Notary Public preferred or willingness/ability to obtain


• Experience in real estate, accounting, construction, or land development environments a plus

Ideal Candidate Attributes

• Proactive, adaptable, and resourceful


• Polished, caring, and professional demeanor


• Comfortable managing competing priorities with minimal supervision


• Takes pride in maintaining an efficient, well-run office