Administrative Assistant

Job Id: 261922

Job Title: Administrative Assistant

Location: San Diego CA 92121 / Kearny Mesa (100% Onsite)

Schedule: Monday – Friday 8:30 AM – 5:30 PM

 

Position Overview:

Manpower is assisting a client who is excited to add a supportive Administrative Assistant to provide comprehensive support to executives in the real estate industry. This is a great opportunity to join an intimate professional team and make a meaningful impact. Candidates with real estate or property management experience are encouraged to apply!

 

 

Key Responsibilities:

Front Desk Coordination

• Answer incoming calls and direct appropriately

• Greet and escort visitors to conference rooms

• Accept and manage incoming deliveries

 

Office Organization & Events

• Coordinate special events holiday planning and projects

• Oversee general office organization and cleanliness with staff

• Ensure office equipment is operational by handling basic maintenance and repairs

 

Typing & Correspondence

• Prepare correspondence for CEO and Vice President

• Draft contracts proposals and reports

• Complete additional assignments from CEO or VP

 

Filing & Records Management

• File property management documents contracts archives

• Maintain and organize CEO and CFO filing systems

• Archive financial and accounting records as needed

 

Scheduling & Calendar Management

• Maintain and update office calendars (monthly)

• Update employee and holiday lists as needed

• Support with CEO’s and CFO’s calendars and appointments

Mail Handling

• Open sort and distribute incoming mail

• Prepare and process outgoing mail including certified/special delivery

 

Real Estate & Property Management Support

• Draft work orders contracts blue slips

• Maintain project files (Budgets Contracts Marketing Agreements etc.)

• Assist with budget preparation and CAM reconciliations

• Draft tenant correspondence: lease renewals rent increases payment notices etc.

• Respond to tenant service calls and inquiries

• Manage and follow up on tenant/vendor insurance certificates

 

Human Resources Support

• Post job ads screen resumes and schedule interviews

• Set up and train new employees on phone procedures and basic office operations

• Update employee directories voicemail inboxes and file folders

 

Executive Support

CEO

• Arrange CEO’s travel and appointments

• Manage theatre schedules ticket renewals and exchanges

• Maintain CEO’s phonebook and calendar

• Handle CEO’s filing system

CFO

• Support with filing financial statements investment records and philanthropic documentation

• Assist with annual budget and CAM reconciliation processes

• Aid in HR and benefit-related tasks

• Help with business insurance renewals and accounting input related to property management

 

Qualifications:

• Real estate or property management experience is preferred

• Strong proficiency with Microsoft Office and general office equipment

• Highly organized detail-oriented and proactive

• Strong written and verbal communication skills

• Ability to handle confidential information with discretion

 

This is a full-time onsite opportunity in San Diego CA. If you're looking for a stable role in a dynamic real estate environment and enjoy being a trusted support professional we encourage you to apply!