Find & Apply For Office / Administrative Assistant Jobs in Newport Beach, California

POSITION SUMMARY

The Office Assistant is responsible for providing administrative, clerical, and operational support to the corporate office and various departments within Mariman & Co. / QRM Corp. This position serves as the primary point of contact for the corporate office, ensuring visitors receive professional and welcoming experience while maintaining an organized, efficient, and well-functioning office environment. The Office Assistant coordinates office activities, manages correspondence and records, maintains recurring operational reports, supports company meetings and events, and assists with special projects for executive leadership, the Director of Property Management, Human Resources, Accounting, Marketing, and other corporate personnel. The successful candidate must demonstrate strong organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment. The position is a long term temporary position with a minum of 4 to six months. This position is Monday thru Thursday, 8am to 5pm, 32 hours per week.

ESSENTIAL DUTIES AND RESPONSIBILITIES 1.

Reception and Front Office Management Answer incoming telephone calls, screen and route calls to appropriate employees, take and relay messages, and respond to general inquiries regarding Mariman & Co. / QRM Corp. Greet visitors, vendors, candidates, and business associates professionally and courteously. Notify employees of arriving visitors and coordinate appropriate meeting rooms and visitor accommodation. Schedule appointments, meetings, and conference rooms, and maintain appointment calendars as needed. Validate visitor parking tickets and assist with general visitor logistics. Maintain a clean, organized, and professional reception area. Open and secure the office at the beginning and end of the workday, including turning lights on and off as appropriate. 2. General Office Administration and Facilities Oversee ordering, inventory, and replenishment of office supplies, kitchen supplies, and other necessary materials. Maintain office common areas, including the kitchen, refrigerator, bathrooms, and meeting rooms, ensuring supplies are stocked and areas remain clean and orderly. Monitor and replenish office food and beverages, prepare coffee, and arrange refreshments for meetings and corporate events. Run and empty the dishwasher as needed, ensure printer paper is stocked, and empty the shredder as necessary. Coordinate office plant care and replace the refrigerator water filter every three months. Coordinate office activities and complete errands or office runs as requested. Coordinate office lunch orders and other arrangements for employees as needed. Maintain office equipment and supply readiness and report facility or maintenance needs to the appropriate personnel. 3. Mail, Shipping, and Document Management Coordinate incoming and outgoing mail, distribute correspondence, and receive and distribute packages. Manage FedEx and UPS shipments, including preparing shipping labels, arranging deliveries, and ordering shipping materials. Prepare and process outgoing checks for the Accounting Department, including filing and mailing checks in accordance with established procedures. Scan, organize, and upload documents to Dropbox, Egnyte, and other designated electronic filing systems as requested. Save and organize designated legal correspondence, including communications from Kimball, Tirey & St. John, in Egnyte in accordance with established filing procedures. Maintain organized electronic and physical records and perform general filing, clerical, and basic bookkeeping duties as assigned. Ensure documents and records are handled accurately, confidentially, and in accordance with company procedures. 4. Property Management and Operational Support Assist the Director of Property Management with special projects and administrative assignments. Compile, maintain, and distribute weekly delinquency and vacancy reports for all properties. Maintain monthly maintenance tracker reports and verify that required files have been uploaded for the applicable properties. Maintain and update monthly housing voucher trackers for the Compliance Manager. Monitor weekly property manager reporting and trackers to confirm required documentation has been uploaded to the appropriate electronic folders. Maintain records related to renters' insurance for on-site employees. Receive and update vehicle insurance documentation and forward copies to Human Resources for recordkeeping. Coordinate with O'Neil Storage regarding storage-related needs and activities. Prepare and maintain the weekly schedule for corporate employees. Maintain and update company directories and organizational charts. Save weekly Operations Agendas and monthly Managers' Meeting materials in Egnyte, ensuring records are organized and accessible. Track attendance at monthly Managers' Meetings and Maintenance Training sessions and maintain attendance records in Egnyte. 5. Human Resources and Onboarding Support Assist with preparing digital new-hire property information booklets to support a smooth first day and onboarding experience. Distribute digital onboarding materials to the new employee, Human Resources, the Portfolio Manager, and the applicable on-site manager, as appropriate. Assist Human Resources with preparing, organizing, shipping, and filing documents and materials as requested. Coordinate FedEx shipments for Human Resources and the Chief Financial Officer as needed. Support administrative projects related to employee communications, directories, schedules, and other corporate records. 6. Meetings, Events, and Marketing Support Coordinate corporate office events and activities at the Newport Center Drive office. Arrange meeting rooms, refreshments, food, and other logistical requirements for corporate meetings and events, including quarterly Board meetings as needed. Assist the Marketing Coordinator with special projects, company-wide events, and event preparation. Collaborate with the Marketing Coordinator on the quarterly company newsletter and related administrative tasks. Coordinate the ordering of gift cards for employee birthdays, celebrations, and other company occasions. Assist with ordering and arranging lunches for corporate employees and company meetings. Provide general administrative support to ensure meetings and events are organized and completed efficiently. 7. Executive and Corporate Department Support Provide administrative and clerical support to the Chief Financial Officer, Chief Operating Officer, Director of Property Management, Human Resources, Accounting, Marketing, and other corporate staff as assigned. Assist with special projects, reports, document preparation, filing, and other administrative assignments. Maintain confidentiality when handling employee information, financial records, legal correspondence, insurance documentation, and other sensitive company materials. Perform other duties and special projects as assigned by the Chief Financial Officer, Chief Operating Officer, Director of Property Management, or other authorized management personnel. Ability to handle multiple responsibilities simultaneously while maintaining attention to detail.

EDUCATION, EXPERIENCE, AND QUALIFICATIONS

Bachelor's degree preferred. Three or more years of experience in an office assistant, administrative assistant, or comparable office support role preferred. Three or more years of experience supporting an executive team or senior management preferred. At least two years' experience using Microsoft Office applications, including Outlook, Word, and Excel. Previous experience in real estate, property management, or a related industry preferred. Strong organizational and time-management skills, with the ability to prioritize and manage multiple tasks and deadlines simultaneously. Excellent verbal and written communication skills, with the ability to interact professionally with employees, visitors, vendors, and management. Strong interpersonal skills and the ability to establish and maintain effective working relationships across departments. Exceptional attention to detail and accuracy when preparing reports, maintaining records, and managing administrative tasks. Proficiency in managing electronic files, calendars, correspondence, and office documentation. Ability to work independently, exercise sound judgment, anticipate office needs, and follow through on assignments. Demonstrated professionalism, discretion, reliability, and the ability to handle confidential information appropriately. Ability to adapt to changing priorities and support multiple departments in a deadline-driven environment.

KEY COMPETENCIES

Organization and prioritization Attention to detail and accuracy Professionalism and customer service Written and verbal communication Confidentiality and discretion Initiative and problem-solving Teamwork and cross-departmental collaboration Join us in creating an energetic workplace where your organizational talents shine! This paid position offers an exciting chance to develop your skills while supporting a vibrant team dedicated to excellence. If you're ready to bring your administrative expertise to a forward-thinking organization, we want to hear from you!

EOE Pay:

$26.32 - $29.00 per hour Expected hours: 32.0 per week

Benefits:

Employee assistance program

Work Location:

In person