Administrative Assistant

Summary

Tarragon Northwest is a family owned and privately operated business that brings deep experience and leadership in developing quality properties. Services include research, real estate acquisitions, development, construction management, leasing and property management across the pacific northwest. Relationships, collaboration and quality make our projects successful.

The Administrative Assistant will provide receptionist and administrative office duties. This position requires a highly organized, self-motivated, personable individual. Must be reliable, timely, professional and anticipate the needs of the office. This role also serves as executive support to the President and leadership team, coordinates office operations and employee engagement activities, and provides administrative support to accounting and other departments as needed.

Essential duties and Responsibilities

Front Desk & Office Operations

Focuses on reception, office coordination, facilities, supplies, and day-to-day office functionality.

• Sitting at the front desk to greet guests and create a welcoming environment.
• Answers main phone line, responds to inquiries, transfers calls or takes detailed messages as necessary.
• Retrieves messages from voicemail in a timely manner and forwards to appropriate personnel.
• Receives, sorts, and routes all incoming and outgoing mail and packages.
• Runs miscellaneous errands throughout town including mail, shipping, purchasing supplies, etc.
• Maintains conference rooms, kitchen area, prepares coffee, replenishes kitchen and office supplies throughout the day while being available to answer incoming telephone calls and greet visitors.
• Monitors, orders, receives, and organizes office supplies.
• Maintains copy machines and assists users with any issues.
• Organizes and coordinates office activities.
• Maintain shared calendars, administrative records, SharePoint pages, and internal office communications.
• Assist with software renewals, office subscriptions, and administrative vendor coordination.
• Follows policies, procedures and completes administrative tasks as directed and on time.
• Support special projects and cross-department administrative initiatives.
• Performs other clerical duties as needed, such as data entry, filing, photocopying and document scanning.

Executive & Administrative Support

Focuses on supporting you/the President, employee coordination, internal communications, and company culture.

• Executive support to the President including scheduling, correspondence, meeting coordination, and follow-up.
• Coordinate employee onboarding and offboarding processes, including coordination with IT and office setup.
• Coordinate company events, quarterly meetings, holiday gifting, employee recognition, and office announcements.
• Provide support to Property Management and assist with special projects.
• Always maintains strict confidentiality.
• Maintains discretion and professionalism while supporting executive leadership and handling sensitive company information.

Accounting & Administrative Financial Support

Keeps accounting support included without making the role feel AP-heavy.

• Support accounting with invoice coding, accounts payable processing, deposits, reconciliations, and billback support as needed.
• Assist with payroll and timecard administration processes as assigned.
• Performs monthly credit card reconciliations and processing.
• Assist with light accounting, AP support, invoice coding, deposits, and administrative financial tasks as needed.

EDUCATION, TRAINING, AND EXPERIENCE

• Bachelor's degree or associate degree preferred
• Highschool diploma or equivalent required.
• 2 years of Administrative or Office Assistant experience preferred.
• Demonstrated competency in Microsoft Word, Excel and PowerPoint, with a growth mind-set to become proficient with company-specific programs and software.
• Experience with QuickBooks and check scanning preferred. Experience with accounting or property management software systems such as Yardi, Avid, or QuickBooks is helpful but not required.
• Develop and maintain strong interpersonal working relationships with team members and tenants.
• Must be resourceful and have a strong commitment toward ensuring accuracy in work product.
• Personal vehicle for short-distance travel to pick up mail and office supplies as needed.

Why work for us

In addition to a variety of excellent benefits, the hourly range for this role is $18.00 - $21.00. Actual compensation will depend on the candidate's qualifications and experience.

• Family Owned and Privately Operated Business
• We focus on personal, long-term relationships and collaboration to make our teams and projects successful
• Build quality real estate for the community while preserving the local heritage
• Health Insurance including Dental & Vision Insurance FSA
• 401(k) Retirement Plan with Company Match
• Competitive salary
• Life Insurance
• Long-term Disability Insurance
• Great company for career progression
• Paid Time Off and Holidays
• Support employee development and professional organizational memberships

We are an Equal Opportunity Employer. We consider applicants for all positions without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, or gender identity, marital or veteran status, or any other legally protected status.