Junior Executive Assistant

The Junior Executive Assistant keeps Upfrnt's office, books and people administration running day to day. The role combines executive and office support with hands-on accounting for Upfrnt's real estate activities - expenses, reconciliations and investor reporting - plus HR administration, payroll support and visa applications.

• Title Junior Executive Assistant (Accounts & HR)
• Reports to CFO / Group Accountant for accounts, CEO/ Country Head for admin & office
• Supports CEO and leadership team, operations, asset management and property teams
• Type Full-time
• Location Austin, Texas - hybrid, 4 days a week in the office
• Employer Upfrnt USA Inc

Upfrnt runs multifamily communities the way hospitality brands run properties. This is often the first person a visitor, caller, vendor or new hire meets, so Reliability, Trust and Care start here. The role suits someone early in their career with an accounting foundation who wants a clear path into executive support, finance or HR.

• Book meetings, rooms and travel within set guidelines and the travel policy.

• Run the front desk: greet visitors and direct them to the right person, following access guidance.

• Answer calls, route them or take accurate messages.

• Open, sort and distribute incoming mail and shared inboxes; draft replies to routine inquiries for review.

• Maintain accurate accounting records.

• Perform regular bank reconciliations: download bank transactions, match them against expenses and receipts, and investigate and resolve discrepancies.

• Reconcile in Xero: match bank feeds, code transactions correctly and keep ledgers up to date.

• Collect receipts and invoices, code expense claims and prepare them for payment authorisation.

• Manage accounts payable and receivable for vendors, contractors and service providers.

• Record, track and reconcile security deposits received and refunded, with the operations and accounting teams.

• Help prepare monthly, quarterly and annual financial statements

• Assist with budgeting and forecasting for property investments and operating costs.

• Support compliance with real estate tax, sales tax and other statutory requirements.

• Support investor reporting, including capital contributions, distributions and ROI calculations.

• Work with asset management and property teams to track financial performance.

• Liaise with auditors during annual audits and provide the documents they need.

• Maintain employee records and HR databases accurately and confidentially.

• Assist with payroll preparation and make sure salaries are paid on time.

• Create and maintain HR templates - letters, forms and standard documents - so processes stay consistent.

• Prepare onboarding packs and checklists: paperwork, equipment, system-access requests and first-week schedules.

• Prepare offboarding checklists and track return of equipment, keys and access removal.

• Prepare and complete employee visa applications, gathering the required supporting documents.

• Handle employee queries and provide day-to-day HR support.

• Schedule interviews and coordinate training and development programmes.

• Order supplies, track stock and liaise with vendors and building management.

• File and retrieve documents, records and reports, keeping the records system tidy.

• Book rooms and arrange catering for internal and Advisory Board meetings; take notes and circulate action items.

• Provide clerical support to other teams.

• Bachelor's degree in Accounting, Finance or a related field.

• 1-2 years in accounting, bookkeeping, administrative or office support roles.

• Hands-on experience with accounting software, ideally Xero; bank reconciliations and coding transactions.

• Detail-oriented with strong analytical skills

• Clear written and spoken English; good communication and stakeholder skills; professional on the phone and in person.

• Discretion with confidential financial, payroll and personnel information.

• Hospitality mindset: warm, helpful and visitor-first.

• Able to work from the Austin office 4 days a week.