Administrative Assistant

We are adding an Administrative Assistant/ Commercial Real Estate Sales Associate to our Commercial Real Estate organization in Newport Beach. This is a temp-hire IN OFFICE opportunity.

About the Job:
Commercial Real Estate firm in Newport Beach is seeking a full-time Administrative Assistant/Commercial Real Estate Sales Associate who is proactive, multi-tasked, and organized to support the Executive team in general administrative duties, manage and maintain tenant and landlord relationships. This is an exciting, fast-paced, productive office that is looking for someone who wants to grow within the company.

• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics;
• Conserves executive time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications;
• Maintains executives appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel;
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies;
• Contributes to team effort by accomplishing related results as needed;
• Accomplishes organization goals by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments;
• Collecting and distributing incoming mail and sending outgoing mail and courier packages;
• File Management:
  Ensuring Project/Legal documents are complete, current, organized & stored appropriately (digital & hard copy);
• Develops system to account for financial transactions by establishing a chart of accounts; defining bookkeeping policies and procedures;
• Maintains general ledger by transferring subsidiary account summaries;
• Balances general ledger by preparing a trial balance; reconciling entries;

• Excellent organizational & time management skills
• Excellent oral, written, interpersonal, and listening skills
• Minimum 2+ years as an Administrative Assistant to a CEO or President
• Proficient in MS Office (Word, Excel, Power point, & MS Outlook)
• Team player and self-starter
• Ability to be flexible and multi-tasked
• Professional and courteous
• Sensitivity to confidential matters
• California Department of Real Estate Salesperson license is preferred, but not required
• Bachelor's degree preferred
• Ability to:
  Analyze situations and adopt an effective course of action.
• Maintain complex interrelated files and records.
• Operate a personal computer and various office machines.

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 California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.