* Reception Duties:
o Answer phones, greet guests, announce as needed.
o Maintain internal phone list.
o Mail: Receive, sort, stamp, and distribute incoming and process outgoing mail, including preparing certified receipts. Maintain postage machine supplies, update as needed.
o Prepare and coordinate FedEx and other carrier drop-offs/pick-ups and track the properties for bill backs.
o Keep the front lobby and conference rooms presentation-ready at all times.
o Maintain conference room schedule.
o Kitchen: Keep the kitchen clean at all times. Keep refrigerator stocked. Clean refrigerator twice monthly
o Maintain tenant email and contact lists.
* Office Administration:
o Assist the Property Administrator (PA), and provide support with payables, vendors, and office issues.
o Provide general office support for the corporate team, as needed. Assist with any special projects and other administrative duties, as requested, such as expense reports, travel coordination, luncheons, reservations, calendar management, contact database, etc. as requested.
o Create and maintain various spreadsheets in excel.
o Assist PA with creating and maintaining tenant, vendor mailing lists/databases for mass mailings.
o Maintain filing systems including creation, printing, labeling, copying, scanning.
o Support Property Management team with payables, vendors, tenant
inquiries/issues, certificates of insurance, etc.
o Oversee maintenance of the office and equipment; provide a safe, clean and organized office space.
o Order, stock and maintain supplies needed throughout office, including kitchen items; Coordinate and maintain office supply orders and inventory and restocking.
o Assist management team upon request with needs such as filing, organization, payables, etc.
o Receive tenant calls, facilitate work orders, follow up to ensure satisfaction of services
o Draft correspondence
o Monitor the maintenance work order system
o Work on special projects under supervision of Senior Property Administrator
o Populate research results from work order system (workspace) and/or camera systems and assist in any further research needs
Requirements:
o Proficient in Excel, Word and Microsoft Office
o The successful candidate will be very detail-oriented, able to handle multiple projects at any given time, extremely professional, and customer service oriented
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. To the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
