Part-Time Administrative Assistant Job in Newport Beach 92660, California Us
We are an Orange County, California based real estate investment, management and development company. Formed in March 2003, the Company?s focus is acquiring and developing real estate in joint ventures with a select group of institutions and individuals.
The Company and its executives have extensive experience in a vast array of asset classes including: office, industrial, multifamily, retail, land entitlements, golf and hospitality projects. Since inception, we have handled acquisitions and dispositions in excess of $1.5 billion dollars and has closed projects with a variety of sophisticated real estate owners, brokers and lenders
Job Description
Provides administrative support for the Construction Department. In addition to typing, filing, scheduling, performs duties such as financial record keeping and coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload.
REQUIREMENTS
- Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of department.
- Provide reception duties as assigned.
- Create and maintain calendars for
- Provide accounting functions for duck clubs, airplanes, limo, trust and (2) student housing projects.
- Responsible for the coordination and timely payment of invoices for auto insurance, (2) student houses, (3) duck clubs and (2) airplanes.
- Establishes, develops, maintains and updates filing system for Principal and department. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.
- Organizes and prioritizes large volumes of plans, information and calls.
- Sorts and distributes mails. Opens mail for Principal. Drafts written responses or replies by phone or email when necessary. Responds to regularly occurring requests for information.
- Works independently and within a team on special nonrecurring and ongoing projects. Acts as a project coordinator for special projects, at the request of the principal, which may include: planning and coordinating presentations, disseminating information, coordinating direct mailings and/or company events.
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Acts as phone system custodian and key operator. Responsible for understanding, monitoring and establishing new phone lines/extension as needed. Responsible for training employees on phone system. Coverage reception for lunch, breaks and during absences.
- Works in coordination with receptionist to review weekly office and kitchen supplies, orders and stocks accordingly. Assist in ordering, receiving, stocking and distribution of office and kitchen supplies, when receptionist requires help.
- Ensures conference rooms, kitchen and front areas are maintained on a daily basis.
- Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
- Act as liaison with other departments and outside agencies. Handles confidential and non-routine information and explains policies as necessary.
- Monitors and changes printer toners.
- Orders staff lunches as requested. Monitors and anticipates needs for Principal?s meetings.
- May also assist with other related clerical duties such as photocopying, faxing, filing and collating.
Qualifications
- Excellent phone etiquette and interpersonal skills.
- Punctual and dependable.
- Requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadline
- Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
- Able to work with minimum supervision.
- Knowledge of MS Office (Word, Excel and Outlook).
- Professional appearance.
- 2-3 years relevant experience and/or training, or equivalent combination of education and experience.
- Possession of strong organizational and time management skills.
For immediate consideration, please send your resume to: Kris.Barry@ajilon.com
Job Experience:
1-3 Years
