Job Overview Office Administrative Assistant | Part-Time Position Greenleaf Commercial Real Estate is seeking an organized, dependable Office Administrative Assistant to support our front desk, daily office operations, and accounting. As the first point of contact for visitors and callers, you'll help create a welcoming, professional environment while keeping daily tasks organized and on track. This role is a good fit for someone who enjoys a variety of responsibilities, takes initiative, and works well both independently and with a team. Training will be provided on our office procedures and assigned accounting responsibilities.
Responsibilities:
Reception & Administrative Support Greet visitors, answer and direct phone calls, and relay messages. Forward and unforward office phones and coordinate with the answering service. Complete daily opening tasks, including unlocking the office, and turning on lights. Monitor email and assist with routine office communications. Collect, sort, and distribute mail. Assist with data entry, document preparation, proofreading, and maintaining organized digital files. Provide administrative support to team members as needed. Accounting Support Assist our accountant with recording rent checks and other payments, reconciliations, tenant billbacks, and monthly accounting tasks. Download and organize electronic statements in the appropriate folders. Help prepare and distribute loan statements and update balances as directed. Maintain accounting records, file, organize, and securely shred checks and documents according to company procedures. Handle financial and tenant information with discretion and confidentiality. Office Operations & Coordination Monitor and replenish office supplies, including envelopes, letterhead, business cards, company folders, paper, etc. Order weekly groceries, keep beverages and kitchen supplies stocked. Monitor the copier and postage machine, replenish paper, ink, and postage, and coordinate service as needed. Help keep kitchen areas tidy, including washing used dishes. Coordinate office birthday celebrations, food orders, and staff notifications. Prepare and order holiday postcards, birthday cards, sympathy cards, and other office correspondence. Qualifications Two to three years of administrative experience in an office environment required. Proficiency in Microsoft Word and Excel; familiarity with QuickBooks preferred. Comfortable learning new software, managing digital files, and using office equipment. Professional phone etiquette and a friendly, helpful approach to visitors, clients, and coworkers. Strong organizational, communication, and time-management skills. Attention to detail, especially when entering data and working with financial records. Ability to prioritize tasks, follow through on responsibilities, and work independently. Dependable attendance and availability for the Monday-Friday morning schedule.
