Ultimate
Administrative Assistant
At a glance
Location: US-CA-Carlsbad Map
Posted: 04/21/2021
Closing: 05/20/2021
Degree: Not Specified
Type: Full-Time
Experience: Not Specified
Ultimate
Job description
Position Overview
The Administrative Assistant position is extremely important at since you are working directly with our
tenants and vendors. 

Days and Schedule
Monday-Friday 8:00AM-5:00PM.

Essential Job Functions
* Research and formulate responses to tenant questions and return phone calls to tenants within the
required timeframe.
* Look-up account information
* Maintain and update property information. These items include some of the following: updated tenant
lists, updated vendor lists, updated violation reports, current work order reports, update homeowner
notes in the software, etc.
* Research returned mail for new addresses, contact tenant for address updates; re-send mail as
needed
* Scanning/Filing
* Provide administrative support to property managers. These duties include some of the following:
entering and maintaining work orders, processing violation letters, charging back reimbursable
expenses, creating spreadsheets, format Word documents, draft and proofread tenant correspondence,
etc.
* Initiate memos/team correspondence
* Be creative in your problem solving to enhance internal efficiency and effectiveness
* Create innovative mailings (i.e. property and tenant information, etc.)
* Assist in maintaining electronic tenant records
* Communicate with team regarding scheduling, construction projects, and general property
information
Skills and Specifications
* Be curious, be happy, be humble
* Excellent customer service skills
* Excellent written and oral communication skills, demonstrating good spelling and correct grammar
* Ability to work under pressure
* Strong attention to details and organizational skills
* Must meet deadlines
* Self-starter, able to work proficiently with little supervision
* Handle day-to-day business operations
* Ability to function in a paperless and paper-full office environment
* The ability to perform duties and special administrative tasks be the given deadlines
* The ability to work with tenants and vendors via telephone, email, and in person
* The ability to prioritize tasks
Requirements
* Must have +3 years of administrative experience
* Professional appearance and positive demeanor
* Microsoft Office suite proficiency with emphasis on Outlook
* Proficient in the daily use of: Phone System, Printers, Scanners, Copy Machine
 

We are an equal opportunity employer and make hiring decisions based on merit. Recruitment, hiring, training, and job assignments are made without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, or any other protected classification. 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.
Administrative Assistant