Assistant to Operations Director/Accounting

This position reports to the Corporate Office located in Irvine, Ca. 

The Administrative Assistant is a key member of the Administration team, providing operational, accounting and project coordination support across multiple departments. This position plays an integral role in ensuring the efficient day-to-day operation of the office while supporting accounting functions, coordinating onboarding and transition projects, and assisting with organizational initiatives. A strong focus on paperwork, documentation, and coordination of projects, real estate transactions and accounting responsibilities.

ESSENTIAL JOB FUNCTIONS

• Serve as the first point of contact by answering and directing incoming phone calls professionally.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, meeting materials, and other business documents.
• Create and maintain fillable forms using Adobe Acrobat and Microsoft Office applications.
• Maintain organized electronic and paper filing systems.
• Provide administrative support to the Director of Operations and Accounting Department.
• Office Logistics and Supplies: Tracking inventory and ordering office supplies as well as coordinating maintenance for office equipment.
• Data Management & Accounting:  Performing basic bookkeeping, processing invoices and data entry.
• Maintain line of credit, credit card, banking and obtain utility allowance information monthly.
• Coordinate and manage all Onboarding projects including, property sale, new management accounts, property purchases, refinance existing properties, new software implementation:
  1. Plan, execute and define projects’ scope and strategy, ensuring that projects are completed on time, within budget and meeting intended objectives;
  2. Gather, analyze and present project data and insights to appropriate personnel to ensure success of project;
  3. Align projects with company’s strategic objectives and enhance team productivity.

REQUIRED EDUCATION AND EXPERIENCE

• Advances skills in Excel, Outlook, PowerPoint, Word and Acrobat required. 
• Experience in creating and editing fill- in forms.
• Experience working with project management tools preferred. 
• Experience in Property Management/Real Estate preferred. 

• Real Estate license or experience preferred. 
• Associates or Bachelors degree preferred. 
• Strong problem-solving abilities, high attention to detail, adaptability and excellent verbal/written communication, excellent organizational skills
• Knowledge in Yardi and RealPage helpful.
• 3-5 years of experience in Accounts Payable/Receivables required.

COMPENTENCIES

• Strong communication and public relations skills with a professional and courteous manner.
• Strong written and verbal communication skills
• Exceptional organization, planning and time-management skills. 
• Strong attention to detail with the ability to identify and resolve discrepancies. 
• Represent the executive office professionally in communication, appearance, and conduct.
• Ability to work independently, prioritize, maintain confidentiality, and exercise sound judgement
• Proficiency with basic computer applications, including property management software and 10-key.
• Dependable and persistent to complete necessary task assigned and meet deadlines. 

OTHER JOB REQUIREMENTS

• Demonstrate ability to learn and adapt to property management software systems. 
• Ability to lift, push, pull up to 15 lbs. 
• Ability to walk, stand constantly. 
• May perform other duties as directed. 
• Prolonged periods sitting at a desk and working on a computer. 
• Must possess reliable transportation, a valid driver’s license, and state-required automobile insurance coverage.