We are seeking a highly organized and proactive Administrative Assistant/Office Manager to support the smooth operation of our office and provide executive-level administrative support. The ideal candidate will have a strong background in office management, excellent communication skills, and a keen eye for detail. This role is pivotal in ensuring the efficiency and professionalism of daily office functions and processes.
Any experience in property management/real estate is a huge plus.
Key Responsibilities:
1. Administrative Support
Manage and maintain schedules, calendars, and appointments for executives or team members.
Coordinate meetings, prepare agendas, and record meeting minutes.
Handle correspondence, emails, and phone calls with a high level of professionalism.
Prepare reports, presentations, and other documents as required.
2. Office Management
Oversee day-to-day office operations to ensure efficiency and organization.
Manage office supplies inventory, order supplies, and ensure all equipment is functioning properly.
Act as the point of contact for vendors, service providers, and building management.
Ensure the office is clean, organized, and complies with health and safety regulations.
Maintain office records, including confidential personnel files.
Plan and organize office events, meetings, and celebrations.
3. Financial and Record Keeping
Assist with basic bookkeeping tasks, such as processing invoices and expense reports.
Manage office budgets and ensure adherence to financial policies.
Maintain accurate records of office expenses and operational costs.
Qualifications and Skills
Education:
Bachelor's degree in Business Administration or a related field is preferred.
Experience:
Proven experience in administrative or office management roles (3+ years preferred).
Familiarity with basic bookkeeping and financial principles.
Technical Skills:
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
Experience with scheduling tools and CRM software is a plus.
Interpersonal Skills:
Strong written and verbal communication skills.
Exceptional organizational and time-management abilities.
Ability to work independently and prioritize tasks effectively.
Strong problem-solving skills and attention to detail.