Are you a highly organized, proactive, and detail-oriented Office Manager in the San Diego area?
Our well-capitalized client is devoted to driving ambitious growth initiatives alongside an unyielding pursuit of excellence in Real Estate. They are seeking a strong candidate to play a crucial role in supporting the daily operations of their administration department. This person will run daily office management duties while exhibiting flexibility and adaptability to changing priorities. This client requires a mature, professional and positive individual with excellent communication skills, a strong ability to multitask, and a keen eye for detail. The ideal candidate will love administrative office management and be ready for a long-term commitment to a dynamic and stable organization.
Requirements:
- 4-year college degree (in business, marketing, or related field is a plus)
- 2 years in office management (greeting clients, managing inventory, light housekeeping)
- Advanced user of Excel, PowerPoint, and Microsoft Suite
- Notary commission is a plus (employee required to obtain commission upon start date, compensated by the Company)
- Knowledge of DocuSign, Nexus, MRI &/or Argus is a plus
- Strong interest in commercial real estate
- Passion for administrative office management
Responsibilities:
- Manage and stock office supplies and refreshments
- Manage office maintenance contracts and repairs
- Maintain and report weekly officer and staff schedules
- Data management
- Plan and coordinate company events
- Preparation of annual general and administrative budget for San Diego & Phoenix; reforecast based on expenses from current year and previous year budget; update weekly and monthly actual expenses based on all invoices and expense vouchers processed for all general and administrative expenses.
- Management of FF&E's for office equipment w/ assistance.
- Manage leases on all leased equipment.
- Management of janitorial service for office building.
- Management of company accounts (Federal Express, American Express, Storage Facility, First American Title, Staples, etc.)
- Assist property management with processing of sales reports, preliminary construction notices and certificates of insurance
- Produce reports to support management in business making decisions
- Conduct research to support operation of various teams
- Assist with additional projects and tasks as needed to support the team and organizational goals thereof
- Assume ad-hoc responsibilities and assignments that arise on an as-needed basis, and perform other duties as assigned, including participation in special projects
Administrative Responsibilities:
- Inventory, order and maintain all office supplies, refreshments, etc.
- General light housekeeping (refreshments and supplies are stocked and organized).
- Receive and distribute company voicemails and website inquiries.
- Retrieve, log and distribute all incoming mail (USPS, FedEx, UPS, etc.).
- Preparation of FedEx packages for senior management.
- Maintain and report Weekly Officer and Staff Schedules to corporate office.
- Maintenance and organization of workstations.
- Greet incoming guests and answer front door.
- Weekly maintenance and preparation of conference rooms for meetings.
- Filing / Clerical; general maintenance of files.
- Notarization of documents.
- Processing of documents in DocuSign.
- Company vehicle maintenance (cleaning, charging, annual maintenance and mileage reports).
- General business management and Executive Assistance: Administrative support to all senior officers to include production and submittal of all expense vouchers, general Word processing, travel arrangements, as needed, production of reports to support management in business making decisions.
- Plan and coordinate office events.
- Assist HR department with onboarding new hires: order business cards and supplies, update and distribute internal contact lists, update workstations/office title plaques, etc.
Property Management Assistance:
- Process Tenant/Vendor Insurance Certificates.
- Process Tenant Sales Reports.
- Process California Preliminary Construction notices.
- Bi-Annual Board Book production assistance, as needed.
Asset Management Assistance:
- Assist with company website, google business and google earth pins maintenance.
- Conduct research to support business operations of various departments.
- Manage and analyze data for systems.
- Interact with company vendors, brokers to help manage property listings.
Hours: Full time in office, 8-5 with 1 hour lunch break.
Amazing compensation & benefits package.
Please respond with resume for more info.