Job Description

OFFICE ADMINISTRATOR: PROPERTY MANAGEMENT FIRM  

OAKLAND, CA 94619

SALARY: $65,000 - $69,000/YR  

JOB TYPE:

FULL-TIME (9:00 AM - 5:00 PM) PT

QUALIFICATIONS

• PREFERRED BI-LINGUAL SPEAKER (SPANISH)

• ASSOCIATE (PREFERRED)

• DAY SHIFT (REQUIRED)

• US WORK AUTHORIZATION (REQUIRED)

BENEFITS

• HEALTH INSURANCE 

• DENTAL INSURANCE 

• VISION INSURANCE

FULL JOB DESCRIPTION

JOB SUMMARY

• PROVIDES OFFICE ADMINISTRATOR/ RECEPTIONIST SERVICES SUPPORT TO OWNER, WITH GENERAL DIRECTION.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• MANAGES COMMUNICATIONS BY RELATING IMPORTANT OR PERTINENT INFORMATION REGARDING THE BUILDING AND OR OFFICE TO THE SR. ADMINISTRATOR/OWNER.

• IS THE CENTRAL POINT OF CONTACT FOR OFFICE INFORMATION OR ASSOCIATE REQUESTS RELATING TO OFFICE ADMINISTRATOR/RECEPTIONIST SERVICES.

• MANAGE AND MAINTAIN INTERNAL STAFF COMMUNICATION PLATFORM (TRELLO) AND EXTERNAL PLATFORM (BUILDIUM).  THIS IS UTILIZED AS A TASK TRACKING SYSTEM.

• ABLE TO BE AGILE AND WORK IN A FAST -PACE ENVIRONMENT WITH LITTLE DIRECTION. NEED TO BE PROACTIVE AND REACTIVE TO SITUATIONS AS THEY COME UP.

• PROCESS INCOMING APPLICATIONS FOR POTENTIAL TENANTS

• FILING 

• MAINTAIN RENT INCREASE SHEET

• MAINTAIN VENDOR SCHEDULING MAINTENANCE SETUP

• MANAGE TENANT DELINQUENT UPDATES

• MANAGE AND MAINTAIN LEASE PREP

• DAILY CHECK PROCESSING 

• ANSWERS INCOMING COMMUNICATION LINE WITH WARMTH AND COURTESY; LOCATES APPROPRIATE ASSOCIATES AND DIRECTS CALLS TO DESTINATION WITHOUT DELAY.

• GREETS AND ASSISTS WALK-IN GUESTS.

• UNDERSTANDS THIS POSITION IS THE INITIAL CONTACT POINT FOR ALL.

• PERFORMS CLERICAL DUTIES TO SUPPORT THE DAILY BUSINESS ACTIVITIES OF THE FRONT OFFICE.

• IS RESPONSIBLE FOR 'STATE OF THE OFFICE, INCLUDING BUT NOT LIMITED TO CLEANLINESS, ACCIDENTS, AND ORGANIZATION. TAKES NECESSARY STEPS TO ENSURE THAT THE OFFICES STAY CLEAN, ORGANIZED, AND SAFE, INCLUDING BUT NOT LIMITED TO, CLEANING THE COMMON AREAS, OFFICES/WORKSTATIONS/KITCHENS, AND/OR SUPPLY AREAS.

• COORDINATES,  MANAGE, AND/OR ASSISTS WITH OFFICE FUNCTIONS. INCLUDING, BUT NOT LIMITED TO, INSIDE AND OUTSIDE MEETINGS, EVENTS, PARTIES, ETC. PREPARES MEETINGS AND MEETING ROOMS FOR GUESTS.

• IS AVAILABLE TO HANDLE LIGHT ADMINISTRATIVE DUTIES.

• COMPOSE, COORDINATE, AND PREPARES A VARIETY OF COMMUNICATION PIECES INCLUDING BUT NOT LIMITED TO, CORRESPONDENCES, INTERNAL DOCUMENTS, AND EMAIL(S) TO INTERNAL CLIENTS.

• SCHEDULES MEETINGS AND MAINTAINS CALENDAR AS NECESSARY.

• MAINTAINS CONTACT LISTS AND UPDATES ON A REGULAR BASIS.

• HANDLES SMALL PROJECTS AS ASSIGNED.

• OTHER DUTIES MAY BE ASSIGNED OR MODIFIED AS BUSINESS NEEDS DICTATE.

QUALIFICATIONS

• MUST BE BI-LINGUAL (SPANISH)

• TO PERFORM THIS JOB SUCCESSFULLY, AN INDIVIDUAL MUST BE ABLE TO PERFORM EACH ESSENTIAL DUTY SATISFACTORILY. THE REQUIREMENTS LISTED BELOW ARE REPRESENTATIVE OF THE KNOWLEDGE, SKILL, AND/OR ABILITY REQUIRED. 

• ASSOCIATES DEGREE OR TWO TO THREE YEARS OF EQUIVALENT WORK EXPERIENCE

• EFFECTIVE VERBAL AND WRITTEN COMMUNICATION SKILLS. ABILITY TO UNDERSTAND AND CARRY OUT VERBAL AND WRITTEN INSTRUCTIONS

• BASIC MATHEMATICAL PROFICIENCY

• MUST BE ABLE TO DEMONSTRATE CRITICAL THINKING AND RESOLVE ISSUES AND CONFLICT WITH MINIMAL ESCALATION

• PROFICIENCY WITH ALL GENERAL OFFICE SKILLS, INCLUDING WORD AND EXCEL, ETC

• MUST BE TECH-SAVVY 

• DEMONSTRATED ABILITY TO INSTILL CONFIDENCE AND COMFORT WITH INTERNAL AND EXTERNAL CLIENTS

• MUST HAVE A STRONG VALUE OF SERVICE TO OTHERS AND THE OFFICES

• EXCELLENT ORGANIZATIONAL SKILLS IN ORDER TO PERFORM THE DUTIES OF THE POSITION

• COMMUNICATES IN A POSITIVE MANNER TO CONTRIBUTE TO A COHESIVE, PLEASANT ENVIRONMENT

• ABILITY TO MULTITASK IN A FAST-PACED ENVIRONMENT THAT IS DEADLINE-DRIVEN

• DETAIL-ORIENTED

PHYSICAL DEMANDS

• MUST BE ABLE TO MOVE UP TO 30 LBS

• MUST BE ABLE TO TEND TO THE FRONT OFFICE AT ANY GIVEN TIME

• WILL MOSTLY SPEND THE BULK OF TIME AT THE FRONT DESK

• OCCASIONALLY MOVE ABOUT THE OFFICE TO ACCESS FILE CABINETS, OFFICE MACHINERY, ETC

• THIS POSITION FREQUENTLY COMMUNICATES WITH OTHERS VIA PHONE, IN PERSON, OR VIA VIDEO CALL AND MUST BE ABLE TO EXCHANGE ACCURATE INFORMATION IN THESE SITUATIONS; THE PERSON.

SCHEDULE:

• MONDAY TO FRIDAY (9:00 AM - 5:00 PM)

ABILITY TO COMMUTE/RELOCATE:

• OAKLAND, CA 94619. MUST HAVE RELIABLE TRANSPORTATION (REQUIRED)

EDUCATION:

• ASSOCIATE (PREFERRED)

EXPERIENCE:

• OFFICE MANAGEMENT & ADMINISTRATIVE ASSISTANTS: 2 YEARS (DESIRED)

• 2-3 YEARS OF PROPERTY MANAGEMENT EXPERIENCE (PREFERRED)

SHIFT AVAILABILITY:

• DAY SHIFT (REQUIRED)

WORK LOCATION: ONE LOCATION