Administrative Assistant - Ultimate Staffing Services

Leading Property Management-Development company is looking for an Administrative Assistant to handle the administrative functions of our Corporate office in Newport Beach, CA. We are looking for someone who enjoys administrative tasks, positive, team player and a good multi-tasker. This role will allow cross functional collaboration with departments and the ability to work on special projects. This is an IN OFFICE role. NO HYBRID OR REMOTE OPTION.

Responsibilities:
* Prepare communications such as memos, emails, reports and other correspondence
* Schedule and coordinate meetings
* Sorting mail daily
* Greeting visitors
* Answering and forwarding calls to appropriate party
* Maintain filing system in Z drive
* Recording incoming checks in Smartsheet and mailing to appropriate mailbox
* Ordering food, supplies, items from Costco
* Retrieving monthly invoices from vendors and sending to accounts payable
* Stocking kitchen and office supplies
* Using postage machine to mail out letters
* Receiving and sending out UPS mail
* Staples Ordering
* Supporting HR Manager with yearly event planning such as summer events, halloween, thanksgiving and holiday party
* Assist with special projects with departments as needed
* Assist with expense reports as needed
* Sending sales reports to appropriate email box
* Other duties as assigned


Experience / Skills Desired:
* 3-4 years of Admin experience
* Multitasker and administratively strong
* Excellent verbal and written communication skills
* Demonstrate leadership and professionalism
* Ability to problem solve and provide actionable and positive feedback
* Ability to work both independently and within a team environment
* Ability to work collaboratively within cross-functional groups
* Proficient in MS Outlook, Word and Excel
* Real Estate License preferred
* Meticulous attention to details and accuracy
* Flexible outlook toward task management

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 City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.