Administrative Assistant / Bookkeeping

NAI San Diego; San Diego (CA); On-site; USD 25,000 - 39,000; Part time

Job summary

NAI San Diego is seeking a Part-Time Administrative Assistant with bookkeeping experience to join its commercial real estate and property management team in San Diego.

The role focuses on clerical support, basic accounting tasks, accounts payable/receivable, and accurate financial record-keeping, with strong Excel skills and attention to detail.

Candidates should be organized, able to prioritize, work independently, and communicate professionally with tenants, vendors, and colleagues.

Qualifications

• Minimum 2 years of administrative and/or bookkeeping experience.
• Strong proficiency in Microsoft Office with exceptional Excel experience, including formulas and spreadsheet management.
• Working knowledge of basic accounting principles and procedures.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to prioritize tasks and work independently with minimal supervision.
• Professional written and verbal communication skills.

Responsibilities

• Assist with accounts payable and accounts receivable functions.
• Review, enter, and process vendor invoices and payments.
• Assist with tenant billing, payment tracking, and account reconciliations.
• Maintain accurate financial records and supporting documentation.
• Assist with monthly financial reporting, expense tracking, and budget preparation.
• Support CAM reconciliations and tenant expense allocations.
• Identify and research billing discrepancies.
• Create, maintain, and update Excel spreadsheets for financial and administrative tracking.
• Utilize Excel formulas, sorting, filtering, and other functions to analyze and organize data.
• Prepare reports, schedules, and account reconciliations.
• Maintain accurate and organized electronic records.
• Assist with special projects requiring data entry and financial analysis.
• Provide general administrative assistance to the brokerage, property management and accounting teams.
• Maintain organized electronic and physical filing systems.
• Prepare correspondence, reports, and other business documents.
• Communicate professionally with tenants, vendors, and team members.
• Assist with vendor coordination and invoice follow-up.
• Manage multiple assignments while meeting established deadlines.
• Perform additional administrative duties as needed.

Skills

Administrative support

Bookkeeping

Communication

Time management

Tools

Microsoft Excel

Microsoft Office

Job description

Now Hiring: Part-Time Administrative Assistant / Bookkeeping

Schedule: Part-Time – 3 Days Per Week

Position Overview

We are seeking a highly organized, detail-oriented, and dependable Part-Time Administrative Assistant with bookkeeping experience and strong Microsoft Excel skills to join our commercial real estate and property management team.

The ideal candidate will possess excellent organizational and communication skills, a solid understanding of basic accounting principles, and the ability to manage multiple responsibilities efficiently. We are looking for a proactive individual who takes initiative, works independently, and demonstrates a high level of accuracy and professionalism.

Key Responsibilities

• Assist with accounts payable and accounts receivable functions.
• Review, enter, and process vendor invoices and payments.
• Assist with tenant billing, payment tracking, and account reconciliations.
• Maintain accurate financial records and supporting documentation.
• Assist with monthly financial reporting, expense tracking, and budget preparation.
• Support Common Area Maintenance (CAM) reconciliations and tenant expense allocations.
• Identify and research billing discrepancies.

Microsoft Excel & Reporting

• Create, maintain, and update Excel spreadsheets for financial and administrative tracking.
• Utilize Excel formulas, sorting, filtering, and other functions to analyze and organize data.
• Prepare reports, schedules, and account reconciliations.
• Maintain accurate and organized electronic records.
• Assist with special projects requiring data entry and financial analysis.

Administrative Support

• Provide general administrative assistance to the brokerage, property management and accounting teams.
• Maintain organized electronic and physical filing systems.
• Prepare correspondence, reports, and other business documents.
• Communicate professionally with tenants, vendors, and team members.
• Assist with vendor coordination and invoice follow-up.
• Manage multiple assignments while meeting established deadlines.
• Perform additional administrative duties as needed.

Qualifications & Experience

• Minimum 2 years of administrative and/or bookkeeping experience.
• Strong proficiency in Microsoft Office with exceptional Excel experience, including formulas and spreadsheet management.
• Working knowledge of basic accounting principles and procedures.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to prioritize tasks and work independently with minimal supervision.
• Professional written and verbal communication skills.