Administrative Assistant Excel

Administrative Assistant with Excel (JN - Costa Mesa, California

Salary: USD
23 - USD
25 per hour

Ultimate Staffing is actively seeking an experienced Administrative Assistant to join a dynamic team in Irvine, California. This role involves a wide range of administrative duties and requires an individual with excellent organizational and communication skills. The position is full-time, working onsite from Monday to Friday, hours 8AM-5PM.

• Excellent interpersonal, customer service, analytical, critical thinking, and problem‑solving skills.
• Ability to multitask, adapt quickly to change, and deliver projects within deadlines.
• Extremely organized, detail‑oriented, accurate, and thorough.
• Ability to work independently, as well as collaborate with cross‑functional teams.
• Outstanding oral and written communication skills.
• Ability to give and take direction and to interface with decision‑makers in a professional manner while maintaining confidential information.
• Knowledge of the property management industry as it relates to facilities.

• Answer phone calls and direct them appropriately.
• Receive and distribute office mail.
• Assist with processing daily invoices, tenant bills, and preparing check requests.
• Review and verify accuracy of accounts payable.
• Prepare tenant notifications for property activities and lease compliance.
• Monitor and maintain properties in the work order system for service calls and ensure timely completion.
• Contribute to preparing all required legal notices, including 3‑day notices and notice of abandonment.
• Assist the Property Manager with vendor bidding and service contracts, implementing approved operating and capital budgets, resolving property management issues, preparing and distributing monthly reports, and supporting property management, accounting, marketing, and construction needs.
• Prepare and process new vendor setup forms.
• Interface with tenants and vendors on repair and maintenance issues.
• Assist tenants with the online tenant portal for rent payments and work order requests.
• Assist with property inspections.
• Assist with tenant move‑ins and move‑outs.
• Assist with annual budget preparation.
• Collect, review, and update tenant and vendor insurance certificates.
• Assist in planning tenant appreciation events.

• Minimum of 1–3 years of relevant experience.
• Strong computer skills, including advanced MS Office Suite; must be proficient in Excel.
• High School Diploma (or equivalent) required.
• Bachelor's Degree preferred but not required.

• Salary Range: $23 – $25 per hour
• Work Hours:
  
  Monday – Friday