We are seeking a proactive problem solver with exceptional communication skills and meticulous attention to details to fill a part-time Executive Assistant position to join our team. This role will work directly with the ownership to assist with day to day operations of multiple properties in the San Francisco and Peninsula area. This is a great opportunity for a self motivated individual looking for a flexible schedule.
Responsibilities
Bookkeeping:
Log all expenses, scan invoices/receipts
Pay routine vendors (utilities, insurance)
Reconcile bank accounts monthly, scan statements
Track construction project costs
Rent & Utility Collection
Collect, deposit, record monthly rents for all properties
Send late/eviction notices & charges as needed
Reconcile utility bills. Prepare and send invoices to tenants.
Collect coin laundry (every 3 wks)
Alert management of upcoming lease expiration. Prepare and send rent notices.
Prepare new lease agreements and support in prospective tenant communication
Inventory
Manage inventory inflow/outflow
Replenish materials as needed
Quarterly physical count
Manage SKUs - create new item labels, sunset old items
Administrative
Keep office tidy and decluttered
Manage all keys and passcode access
Shred old documents as needed
Order supplies as needed
Support management, contractors, tenants
Personal Assistant
Manage calendars
Check PO Box 1-2x per week, review mail
Run errands as needed
Support during travels
Requirements
Four or more years in an administrative role
Excellent written and verbal communication skills
Exceptional organizational skills and ability to coordinate multiple concurrent projects in a fast paced environment.
Advanced Excel/Google Sheet skills. Must be comfortable with basic modeling, large data sets, pivot tables.
Experience in overseeing budgets and expenses
Experience in developing internal processes and filing systems
Proficiency with office productivity tools and an aptitude for learning new software and systems. Must be able to
navigate online advertising platforms, Google Suite (sheet, form, doc)
Command good judgment and decision-making ability
Flexible team player, willing to adapt to changes and unafraid of challenges
Ability to maintain confidentiality of information related to the company
Must have reliable car with insurance and valid CA driver’s license
Must be able to lift a 20lb bag
Apartment management experience is a plus
Compensation
Estimated 20 hours per week at $25-$30/hr.
This is a 1099 contract position
For consideration, please email us your resume and a brief description of why you are interested. Inquiries without an accompanying resume will not be considered. Candidate must pass background, credit and reference checks.
