Administrative Assistant

Confidential; Aliso Viejo (CA); On-site; USD 38,000 - 52,000; Full time

Job summary

Premier Workspaces in Aliso Viejo is seeking an Administrative Assistant to provide warm, professional reception and hospitality to clients. The role involves managing reception, handling phone calls, and keeping the workspace running smoothly.

Responsibilities include phone screening, mail distribution, filing, conference room scheduling, and basic Word/Excel tasks to support multiple tenant companies. A professional appearance and excellent interpersonal skills are essential.

Qualifications

• Must have the ability to take general directions and apply to diverse and unique situations.
• Must have good understanding of business etiquette.
• Must have manual dexterity.
• Must have a pleasant telephone voice, handling all calls in a professional manner using clear and concise pronunciation of clients’ names.
• Must be detail oriented.
• Must have basic Word and Excel Skills

Responsibilities

• Answering & Screening Telephone Calls for several different companies (Experience with multi-line phone system a must).
• Great Customer Skills (Can Do Attitude).
• Mail Distribution, Process Postage and Deliveries.
• Photocopying and Filing for clients.
• Conference Room Scheduling for clients.
• Word Processing for clients.
• Handling requests from clients.

Skills

Customer service

Communication

Multitasking

Phone etiquette

Professionalism

Organizational skills

Tools

Microsoft Office

Yardi

Job description

Description

Job Description: Administrative Assistant

Position: Full-Time

Position available: Immediately

Schedule: Full-Time, Monday-Friday, 8am to 5pm

Professional Attire Required

Valid Driver License Required

Premier Workspaces is seeking a dynamic Administrative Assistant for our Aliso Viejo location! We are looking for someone who embodies first-class service and professionalism, and takes pride in exceeding clients' expectations. In this role, you will be the heartbeat of our office, providing a warm welcome and exceptional hospitality to clients. Your polished demeanor and excellent interpersonal skills will ensure every client feels valued and supported.

Responsibilities include managing reception, handling phone calls, and maintaining the smooth operation and appearance of our workspace. Your enthusiasm and commitment to excellence will help create an environment where business thrives. If you have a passion for service and fostering professional relationships, we want to hear from you.

Join a national leader in flexible workspaces with over 22 years of experience and 85+ locations nationwide. Apply today and become the new face of our thriving workspace community!

Administrative Assistant Responsibilities:

• Answering & Screening Telephone Calls for several different companies (Experience with multi-line phone system a must)
• Great Customer Skills (Can Do Attitude)
• Mail Distribution, Process Postage and Deliveries
• Photocopying and Filing for clients
• Conference Room Scheduling for clients
• Word Processing for clients
• Handling requests from clients

Requirements

Necessary Skills

1. Must have the ability to take general directions and apply to diverse and unique situations.
2. Must have good understanding of business etiquette.
3. Must have manual dexterity.
4. Must have a pleasant telephone voice, handling all calls in a professional manner using clear and concise pronunciation of clients’ names.
5. Must be detail oriented.
6. Must have basic Word and Excel Skills

Personal Requirements

1. Professional business appearance, manner, and attitude
2. Cooperative attitude that is compatible with others
3. Must show incentive and ingenuity be prompt, reliable and dependable.
4. Demonstrates communication and organizational skills.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

1. Customer Service - Responds promptly to requests for service and assistance; Meets commitments.
2. Oral Communication – Articulate and speaks persuasively in positive or negative situations; listens and gets clarification; responds well to questions.
3. Diversity - Shows respect and sensitivity for cultural differences.
4. Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works ethically and with integrity; upholds organizational values.
5. Organizational Support - Follows policies and procedures; Ensure completion and accuracy of tasks correctly and on time; support organization's goals and values.
6. Professionalism - Approaches others in a tactful manner; Ability to Multitask; Treats others with respect and consideration; Accepts responsibility for own actions; Follows through on commitments.
7. Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
8. Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
9. Dependability – Successful delegation and oversight that instructions are followed, responds to Executive management direction; Takes responsibility for own actions; Keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Driving Records Clearance
• Background Check Clearance
• Authorized to work in the United States

Language Skills:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak clearly and effectively before groups of customers or employees.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to solve problems using common sense decision skills.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Microsoft Office programs, Yardi, and the Internet.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to walk; sit; use hands to handle or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.