Commercial Administrative Assistant

Job Title: Commercial Administrative Assistant

Company: Red Tail Commercial

Location: Corporate Office, 2082 Michelson Drive, Irvine, California 92612

Employment Type: Part-Time (Approximately 25 hours per week, with potential for increased hours based on needs)

Starting Pay: $23.00 per hour

Supervisor: Property Manager, Multi-Site Property Manager, Area Support Property Manager, Senior Property Manager, Area Manager, Senior Area Manager, Regional Manager, Regional Director

Job Description:

The Commercial Administrative Assistant will assist with the day-to-day operations of the commercial property, providing administrative support and ensuring the smooth operation of the building. The role requires approximately 5 hours of in-office work each day, with flexible scheduling. The responsibilities include:

• Tenant Relations: Interface with commercial tenants to ensure satisfaction, answer questions, and resolve issues.
• Front Desk Reception: Greet tenants, guests, and vendors, and manage reception duties.
• Mail & Deliveries: Handle tenant mail and package deliveries, ensuring timely and accurate distribution.
• Phone Handling: Answer and route phone calls as needed, ensuring clear and professional communication.
• Kitchen & Supply Management: Stock kitchen areas on the 1st and 2nd floors, and order supplies as necessary.
• Conference Room Management: Oversee conference room and office reservations, ensuring proper usage and availability.
• Invoice Processing: Process invoices and ensure timely payment of expenses.
• Rent Payment Posting: Post rent payments for executive suites to the appropriate ledgers.
• Maintenance Support: Assist with tenant work orders and help resolve maintenance issues as they arise.
• Parking Validation Management: Assist with the management of tenant parking validations.
• Marketing Support: Help with building marketing initiatives, including promoting available spaces and managing communications.
• Additional Administrative Duties: Provide general administrative support to the commercial management team, including filing, correspondence, and record keeping.

Essential Functions:

• Effectively manage a variety of administrative tasks simultaneously while maintaining attention to detail.
• Provide exceptional customer service, responding to tenant needs in a timely and professional manner.
• Communicate clearly and professionally with tenants, vendors, and team members.
• Demonstrate strong organizational and time management skills.
• Exhibit a solution-focused approach in resolving issues, including tenant complaints and maintenance concerns.
• Coordinate and prioritize tasks effectively in a busy environment.

Special Requirements:

Physical Demands:

• Regularly required to sit, stand, walk, talk, hear, and use hands, legs, back, arms.
• Occasional climbing may be required.
• Vision requirements include the ability to use close vision, distance vision, color vision, depth perception, and focus adjustment.
• Must be able to detect auditory or visual alarms.
• Flexible hours may include nights, weekends, and occasional holidays for special events or emergencies.

Attendance/Travel:

• Consistent attendance at company functions, events, and on-call after-hours support is required.

Qualifications:

Education:

• High school diploma or equivalent required.

Experience:

• Minimum of 2 years of administrative assistant experience, preferably in a property management or commercial office setting.

Computer Skills:

• Basic to intermediate knowledge of MS Word, Excel, and Outlook.
• Proficiency with general computer and internet use.

Other Skills:

• Strong organizational, administrative, and time management skills.
• Proficiency in basic mathematical functions for invoice processing and rent payment posting.
• Ability to handle a high volume of tasks with a focus on customer service and efficiency.

Learning & Development:

• Ongoing commitment to professional growth through company-sponsored educational programs.

Red Tail Residential LLC. is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

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