Receptionist/Administrative Assistant

This position is a full-time role that reports to the Corporate Office located in Irvine, CA. The schedule is Monday - Friday from 8:30am - 5:00pm. 

The Administrative Assistant will be performing receptionist and office management duties, which includes answering and routing telephone calls, greeting and assisting guests, ordering supplies and coordinating office maintenance.

1. Assist VP, President and other department leaders with various administrative duties.
2. Type correspondence, memoranda, forms and other documents as requested by VP and other department heads. Typed products should be attractive, error free and grammatically correct.
3. As needed, may run errands for delivery and pickup for office.
4. Answer and direct all incoming telephone calls in a courteous manner and according to fair housing laws.  As required, will take messages and relay messages to the appropriate individual, as well as conveying messages via voice mail.
5. Transfer utilities during transitions of buying and/or selling of properties.
6. Print and scan paid invoices for refinanced or sale of properties.
7. Create, assemble, and organize document packets for management, property transactions, meetings, presentations, and other business purposes. Ensure all required documentation is included and properly arranged.
8. Assist tenants, customers and vendors with general inquiries.
9. Ensure that the office has the necessary office supplies:

1. Check supplies once a week for items that need to be ordered:  check the supply cabinets, printer and copier toners, kitchen, postage and overnight supplies.

                  b. On the 15th of each month, order and have delivered envelopes to mailing service for preparation of rental statements

       10. Ability to convert existing programs, reports and data into structured Excel spreadsheets.

       11. Provide general administrative support to other departments, including filing, document preparation, data entry, copying, scanning, and special projects as needed.

       12. Assist with coordinating deliveries, incoming and outgoing correspondence, and general office operations.

       13. Enter and update information in company software programs and databases.

       14. Track documents requiring signatures, approvals, or follow-up.

       15. May perform other duties as required.

SPECIFICATIONS

1. Must have outstanding communication skills and a good command of the English language, ensuring that all typing products are punctuated correctly.
2. Must have a professional demeanor.
3. Must be detailed oriented and have the ability to organize and perform multiple tasks at the same time
4. Must have the ability to exercise discretion and good judgment.
5. Must have the ability to work independently with minimum supervision.
6. Must be dependable and willing to assist other personnel as required – Must be a Team Player.
7. Must have the ability to interpret and apply written and verbal instructions.
8. Must have the ability to compose correspondence.

REQUIRED EDUCATION AND EXPERIENCE

• Must have a minimum of one year office experience, preferably in a real estate or property management environment.
• Educational background should include a high school diploma or equivalent.
• Must have intermediate computer skills, word and excel.  Minimum typing skills of 60 wpm and 10-key by touch skills required.
• Experience creating, maintaining, and modifying spreadsheets for data tracking, reporting, calculations and analysis.

• Must be self-motivated, able to complete assigned tasks and have the ability to negotiate. 
• Able to multitask and prioritize.
• Exhibit strong attention to detail.
• Able to perform at high levels in a fast-paced work environment and successfully adapt to changing priorities and work demand.
• Ability to adapt to change, establish relationships, build consensus, anticipate roadblocks and work in a team environment.
• Lead in a manner consistent with VPM Management, Inc current standards as well as between properties, teams and locations.

• Driver’s License required.
• Proof of vehicle insurance required.
• Ability to communicate in English clearly in order to be understood by co-workers, residents, vendors and other local officials or agencies. 
• Must have the ability to bend and twist with ease
• May perform other duties as directed.