Administrative Assistant (Property Management)

Manpower San Diego; San Diego (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Manpower San Diego is seeking an experienced administrative assistant to support the CEO, Vice President, CFO and property management team. The role covers executive scheduling, travel coordination, document management, and front-desk duties in a busy office environment.

The ideal candidate has at least two years of college, strong MS Word/Excel/Outlook skills, fast typing, and excellent organizational and communication abilities, with a professional, proactive approach.

Qualifications

• Minimum of two years college or associate’s degree.
• Excellent working knowledge of MS Word, Excell, and Outlook; typing speed of 45 wpm.
• Strong organizational and communication skills.
• Process a positive and professional attitude, with a focus on delivering exceptional results.
• Process strong communication skills, with the ability to interact effectively with clients, colleagues, management, and potential nonprofits.
• Demonstrated problem solving ability.
• Must like variety.
• Is up to new challenges, not afraid to fail or ask questions to succeed.

Responsibilities

• Provide administrative support to CEO, Vice President, Property Management, and CFO.
• Coordinate CEO travel arrangements and calendar.
• Assist with Theatre schedules and renewals, exchanges, purchases.
• Prepare work orders, contracts, blue slips as needed.
• Maintain project files including Budgets, Contracts, Chron files, and Marketing Agreement folders.

Skills

Strong organizational skills

Strong communication skills

Positive attitude and professionalism

Problem solving

Adaptability / open to new challenges

Typing 45 wpm

Education

Two years college or associate’s degree

Tools

MS Word

Excel

Outlook

Job description

Overview: Provides administrative support to CEO, Vice President, Property Management, and the CFO

Responsibilities

CEO Responsibilities

• Assists with coordination of CEO travel arrangements
• Assists with Theatre schedules and renewals, exchanges, purchases
• Makes appointments for CEO
• Maintains filing system for CEO
• Updates CEO's calendar & phone book

CFO Responsibilities

• Assist accounting dept with property management input, Sage cash receipts, delinquency, reports, tenant move in/out, enters miscellaneous charges to tenant ledger.

Foundation Responsibilities

• Perform internet research on various topics, including philanthropic interests and preparation of executive summaries for CEO
• Supporting CEO with donation requests, interviews, spreadsheet management,

Property Management

• Prepare work orders, contracts, blue slips as needed
• Maintain project files including Budgets, Contracts, Chron files, and Marketing Agreement folders
• Assist in preparation of Budgets and CAM Reconciliations.
• Prepare correspondence to tenants as needed including partial payment letters, lease renewals, rent increases, late payment letters.
• Assists with tenant calls including HVAC problems, transient issues, etc.
• Assists with review of tenant and vendor insurance certificates and filing; follows up with tenants/vendors regarding expired
• Maintain filing system

Human Resources

• Updates voicemail, telephones, office lists, inboxes, file folders, etc. when there is a new employee. Also, responsible for training new employees on phone procedures and basic office functions.

Front Desk Coordination

• Answers incoming calls (very few per week)
• Greets visitors and escorts to conference room (if applicable)
• Accepts incoming deliveries

Office Organization/Decorum

• Handles coordination of special events, holiday planning and other projects as requested;
• Coordinates office organization and housekeeping functions with office staff
• Ensures operation of office equipment by completing preventative maintenance, troubleshooting malfunctions and/or calling for repairs

Typing

• Correspondence for CEO and Vice President
• Contracts, proposals, reports
• Other assignments as requested by CEO or VP

Filing

• CEO filing as requested

Update Lists & Schedules

• MDI Speed Dial- as needed
• Employee list- as needed
• Office Calendars- Monthly
• Holiday Lists- Annually Update calendar
• Update Multiple lists for CEO

Mail

• Open and distribute mail
• Prepare outgoing mail (type envelope or label, apply correct postage)
• Prepare and coordinate outgoing mail for special delivery or certified mail

Skills Requires

• Minimum of two years college or associate’s degree
• Excellent working knowledge of MS Word, Excell, and Outlook. Minimum typing speed of 45 words per minute.
• Strong organizational and communication skills
• Process a positive and professional attitude, with a focus on delivering exceptional results.
• Process strong communication skills, with the ability to interact effectively with clients, colleagues, management, and potential nonprofits.
• Demonstrated problem solving ability
• Must like variety.
• Is up to new challenges, not afraid to fail or ask questions to succeed.