Associate - Office ($26.54 - $34.52)

SupportFinity™; California (MO); On-site; USD 27,000 - 35,000; Full time

Benefits offered by this job

Paid time off

Matching 401(k)

Health benefits

Job summary

SupportFinity™ is seeking a motivated Administrative Assistant to support the operations management team. This role encompasses various office management tasks, including customer service and administrative reporting functions.

The ideal candidate will exhibit professionalism, possess strong organizational skills, and be detail-oriented. The position provides opportunities in a dynamic work environment located in California.

Qualifications

• Zero to two years of relevant work experience.
• Detail oriented and able to prioritize tasks.
• Proficient in Word, Excel, and Outlook.

Responsibilities

• Resolve customer service calls and requests.
• Maintain all office/kitchen supplies and inventory.
• Coordinate with service providers for quality work.

Skills

Customer service

Business writing

Microsoft Word

Microsoft Excel

Microsoft Outlook

Organizational skills

Education

Bachelor's degree preferred

Job description

Position Summary

Supports the operations management leadership team (Senior Manager, Manager and Assistant Manager) by performing administrative and reporting functions, integral to the day to day management of assigned office properties. Exhibits superior customer service in all communication with customers as the initial point of contact.

Key Responsibilities

• Resolve customer service calls and requests; escalation of requests above scope to Senior Associate.
• Answer phone, distribute mail and prepare email and regular mail.
• Verify phone and voicemail systems are working properly.
• Activate and deactivate access cards and order keys.
• Maintain a key sign‑in/out log for outside vendors.
• Ensure that the management office is presentable at all times (high rise).
• Maintain all office/kitchen supplies and inventory, including printers and copier if needed (high rise); issue purchase orders.
• Maintain and distribute nightly security passdown logs (high rise).
• Maintain and distribute janitorial logs (high rise).
• Create general notices and communications to customers.
• Monitor all customer service requests to ensure timely and efficient resolution.
• May support Senior Associate with accounts payable and accounts receivable.
• Coordinate with service providers to ensure top quality work is performed in a timely manner.
• Complete all general filing (electronic or paper).
• Coordinate Conference Center usage.
• Assist with move‑ins and move‑outs.
• Update various databases, spreadsheets, and directories.
• May review, audit, collect customer insurance certificates, and maintain compliance.
• Maintain vacant suites and marketing materials.
• May manage the new and existing employee hiring process to include, but not limited to, phone, computer, signage, and business cards (high rise).
• Assist operations management team in facilitating customer events.
• Provide administrative support to operations team as needed.

Minimum Qualifications / Other Expectations

• Bachelor's degree preferred
• Professional appearance and demeanor
• Business writing capability
• Organized and self‑motivated
• Calm in emergency situations
• Ability to thrive and multi‑task in fast‑paced environment
• Punctual with attendance and dependable work ethic
• Zero to two years of relevant work experience
• Proficient in Word, Excel and Outlook
• Detail oriented and able to prioritize tasks
• Customer service focused

Additional Requirements

• Valid California driver’s license; maintain continuous vehicle liability insurance as required by state law. (This role requires the regular and frequent operation of a vehicle, as defined in the Company’s MVR policy, and is part of the essential duties of this position.)

Compensation

Base Pay Range: $26.54 – $34.52

Actual placement within this range may vary based upon, but not limited to, relevant experience, time in role, base salary of internal peers, prior performance, business sector, and geographic location.

The Company also offers competitive benefits for full‑time employees including paid time off, matching 401(k), and health benefits.

About Us

Irvine Company Office Properties (a division of Irvine Company) offers a portfolio that includes more than 550 office buildings in premier locations: Orange County, Los Angeles, San Diego, Silicon Valley, Chicago and New York.

We’ve evolved the traditional office to something much more: a modern working community. Featuring innovative workplace design, quality craftsmanship, dedicated management and a collection of memorable experiences that seamlessly combine to build a vibrant workplace community.

We take as much pride in our employee community as we do the communities we create. It’s an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.

Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.