Administrative Assistant with Excel

Job Description

Administrative Assistant

Ultimate Staffing is actively seeking an experienced Administrative Assistant to join a dynamic team in Irvine, California. This role involves a wide range of administrative duties and requires an individual with excellent organizational and communication skills. The position is full-time, working onsite from Monday to Friday, hours 8AM-5PM.
Core Competencies:

• Excellent interpersonal, customer service, analytical, critical thinking, and problem-solving skills.
• Ability to multitask, adapt quickly to change, and deliver projects within deadlines.
• Extremely organized, detail-oriented, accurate, and thorough.
• Ability to work independently, as well as collaborate with cross-functional teams.
• Outstanding oral and written communication skills.
• Ability to give and take direction and to interface with decision-makers in a professional manner while maintaining confidential information.
• Knowledge of the property management industry as it relates to facilities.

• Answering and directing phone calls.
• Receiving and distributing office mail.
• Assisting in processing daily invoices, tenant bills, and preparation of check requests.
• Reviewing and ensuring the accuracy of accounts payable.
• Preparing tenant notifications for property activities and lease compliance.
• Monitoring and maintaining properties in the work order system for service calls and ensuring timely completion.
• Contributing to preparing all required legal notices, including 3-day notices and notice of abandonment.
• Assisting the Property Manager with vendor bidding and service contracts, implementing approved operating and capital budgets, resolving property management issues, preparing and distributing monthly reports, and assisting with property management, accounting, marketing, and construction needs.
• Preparing and processing new vendor setup forms.
• Interfacing with tenants and vendors on repair and maintenance issues.
• Assisting tenants with the online tenant portal for rent payments and work order requests.
• Assisting with property inspections.
• Assisting with tenant move-ins and move-outs.
• Assisting with annual budget preparation.
• Collecting, reviewing, and updating tenant and vendor insurance certificates.
• Assisting in the planning of tenant appreciation events.

• Minimum of 1-3 years of relevant experience.
• Strong computer skills, including advanced MS Office Suite. Must be proficient in Excel.
• High School Diploma (or equivalent) required.
• Bachelor's Degree preferred, but not required.

• Salary Range: $23 - $25 per hour
• Work Hours: Monday - Friday