Office Admin Job in Seal Beach, CA

Office Admin

We are looking for an organized Office Admin to support member records, stock transfer activities, and front-office operations for a non-profit organization. This long-term contract position is ideal for someone who can manage detailed paperwork, assist residents and internal teams, and keep sensitive records accurate and up to date. The role involves frequent coordination with finance, sales, escrow, and property-related teams while delivering attentive service to visitors and stakeholders.

Responsibilities:

• Welcome visitors to the office, answer questions, and provide courteous assistance related to membership and stock transfer matters.
• Handle documentation for ownership changes, withdrawals, and related transactions while ensuring records are complete, accurate, and properly routed for approval.
• Maintain resident, shareholder, and member files, including updates to databases, certificates, file maintenance forms, and other administrative records.
• Coordinate inspection scheduling and communicate with sales, escrow, and property teams to support timely processing of transactions.
• Prepare financial documentation, submit requests to the appropriate department, and track fees and payments connected to transfers and related services.
• Issue and distribute onboarding materials for new stockholders, including identification cards, keys, welcome materials, payment cards, and assignment information.
• Review eligibility documentation for family representatives, conservators, or trustees and assist with contract service pass processing when applicable.
• Support annual meetings, year-end mailings, and administrative programs such as pet registration and caregiver pass documentation.
• Provide backup assistance with general office support tasks, including copy and supply-related duties, as needed.