Office Administrator

2 days ago

Irvine, United States Vaco Full time
This position offers annual bonus and benefits
Job Description:
We are seeking a dynamic Office Administrator to support our corporate office operations and assist various departments with administrative, organizational, and logistical tasks. As part of the Corporate Office Team, your role will be essential in ensuring smooth workflows and responsive support across all areas of the business. Ideal candidates will be adaptable, proactive, and skilled at managing multiple tasks with precision and professionalism.Key Responsibilities:
  • Check and Payment Processing: Handle the daily receipt and logging of checks, facilitate deposits and process urgent or special-handling outgoing checks. Distribute property-specific incoming mail as needed.
  • System Support and Issue Resolution: Submit support requests as issues arise, manage user databases, invitations, and maintain address labels.
  • COI Tracking System Maintenance: Assist in managing and updating the COI Tracking system, including regular tenant and vendor management.
  • Construction Management Reporting: Prepare and submit monthly Construction Management Fee Packages for approval and billing, and assist with monthly fee forecasting reports.
  • IT Inventory and Support: Maintain inventory of IT equipment, monitor monthly reports for unusual tickets or timelines, and facilitate equipment transitions for computers, copiers, or internet services at managed sites.
  • Onboarding and Offboarding Support: Assist with onboarding/offboarding processes for personnel and properties, including IT inventory management, document organization, and system setups.
  • SharePoint Management: Update, maintain, and organize SharePoint directories. Develop creative communications, informational pages, and document libraries.
  • Event and Office Support: Support company-wide events and corporate initiatives, maintaining a clean and well-organized office environment.
  • Reception and General Administrative Support: Provide back-up support for reception and other corporate office functions as needed. Offer general administrative assistance to company leadership.
Qualifications:
  • Proficiency in SharePoint, Microsoft Word, Excel, and Outlook.
  • Excellent organizational, time management, and interpersonal skills.
  • Prior experience in the commercial real estate industry is a plus.
  • Ability to thrive in a fast-paced environment with shifting priorities.
  • Strong teamwork orientation, positive demeanor, and professional presentation. Effective communicator able to engage across multiple departments.
  • Professional and personal references are required.

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.

  • California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
  • Virginia residents may access our state specific policies here.
  • Residents of all other states may access our policies here.
  • Canadian residents may access our policies in English here and in French here.
  • Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice

Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:

  • the individual’s skill sets, experience and training;
  • licensure and certification requirements;
  • office location and other geographic considerations;
  • other business and organizational needs.

With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.

  • Office Administrator

    2 days ago

    Irvine, United States Chamberlain Group Full time

    Office AdministratorLocation: IrvineAre you a highly organized, detail-oriented administrative professional who thrives on ensuring operational excellence? Would you enjoy a role that combines oversight, administrative responsibilities, and strategic execution across multiple business functions? Our client, Chamberlain Group, has an incredible opportunity...

  • Office Administrator

    2 days ago

    Irvine, United States Chamberlain Group Full time

    Office AdministratorLocation: IrvineAre you a highly organized, detail-oriented administrative professional who thrives on ensuring operational excellence? Would you enjoy a role that combines oversight, administrative responsibilities, and strategic execution across multiple business functions? Our client, Chamberlain Group, has an incredible opportunity...

  • Office Administrator

    2 days ago

    Irvine, United States Simplicity Group Holdings Full time

    Job DescriptionJob DescriptionPosition Title:   Office AdministratorReports to:        Principal PartnerDepartment:      AdministrationLocation:           19000 Macarthur Blvd. #450, Irvine, CA 92612; In-OfficeClassification:   Part-time, NonExemptSummary / Job Objective:  General Office Admin duties include supporting the general...

  • Administrative Office Coordinator

    1 day ago

    Irvine, California, United States Goldman Sachs Full time

    About UsAt Goldman Sachs, we're a leading global investment banking, securities and investment management firm. Founded in 1869, we maintain offices around the world and are committed to fostering and advancing diversity and inclusion in our own workplace and beyond.Consumer and Investment Management Division (CIMD)The CIMD includes Goldman Sachs Asset...

  • Administrative Assistant/Office Manager

    7 days ago

    Irvine, United States ELIXIR MD Inc Full time

    ELIXIR MD Inc is hiring an Administrative Assistant/Office Manager to join our team!ELIXIR MD Inc is a global provider of innovative medical technologies which develops, manufactures, and markets devices harnessing novel Photodynamic Therapy technology. The company strives to enable new and emerging noninvasive skin rejuvenation procedures by leveraging its...

  • Administrative Assistant/Office Manager

    6 days ago

    Irvine, United States ELIXIR MD Inc Full time

    ELIXIR MD Inc is hiring an Administrative Assistant/Office Manager to join our team!ELIXIR MD Inc is a global provider of innovative medical technologies which develops, manufactures, and markets devices harnessing novel Photodynamic Therapy technology. The company strives to enable new and emerging noninvasive skin rejuvenation procedures by leveraging its...

  • Medical Office Administration

    2 days ago

    Irvine, United States United Medical Imaging Healthcare, Inc. Full time

    United Medical Imaging We are large Imaging group, with 30 locations across Southern California, proud leading providers of quality healthcare to the community. Our centers are equipped to treat diagnostics, traumatic, and life-threatening injuries, with caring and innovative team of healthcare professionals dedicated to enthusiastically improving the...

  • Office Administrator/ Facility Coordinator

    3 days ago

    Irvine, United States Volt Full time

    Let your career thrive with Volt! Volt is immediately hiring for Office and Facility Coordinator in Irvine, Ca As a office and facility coordinator you will:The Office and Facilities Coordinator is responsible for managing front desk reception duties, office administration, and facilities coordination.This role serves as the first point of contact for...

  • Advanced Administrative Assistant for Dental Offices

    6 days ago

    Irvine, California, United States Man Dental West Covina Full time

    Leadership Development OpportunityAre you looking to take your career to the next level? Our Manager in Training program provides comprehensive training and mentorship to prepare you for a management role. You will gain hands-on experience in dental office administration, develop leadership skills, and contribute to the success of our practice.

  • Office Administrative Data Base Support

    4 days ago

    Irvine, United States TCWGlobal Full time

    Office Administrative Data Base Support (Clinical/Healthcare) Irvine, CA 92618 ( *Local candidates only)$30hr ( Weekly pay + medical benefits) 12 month contract ( Great potential for extension or permanent) Hybrid: M-F 6:30AM - 3:30PM ( Days from home will be determining)Our client is a global team of innovators, leaders, creators, builders, and problem...

  • Office Administrative Data Base Support

    4 days ago

    Irvine, United States TCWGlobal Full time

    Office Administrative Data Base Support (Clinical/Healthcare) Irvine, CA 92618 ( *Local candidates only)$30hr ( Weekly pay + medical benefits) 12 month contract ( Great potential for extension or permanent) Hybrid: M-F 6:30AM - 3:30PM ( Days from home will be determining)Our client is a global team of innovators, leaders, creators, builders, and problem...

  • Office Administrative Data Base Support

    2 days ago

    Irvine, United States TCWGlobal Full time

    Job DescriptionJob DescriptionOffice Administrative Data Base SupportIrvine, CA92618 ( *Local candidates only)$30hr ( Weekly pay + medical benefits) 12 month contract ( Great potential for extension or permanent) Hybrid: M-F 6:30AM - 3:30PM ( Days from home will be determined)Our client is a global team of innovators, leaders, creators, builders, and problem...

  • Administrative Assistant

    2 days ago

    Irvine, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a short term contract employment opportunity for an Administrative Assistant in our Irvine, California location. This role is primarily engaged in providing support to our administrative team, facilitating smooth operations within our office. Responsibilities:• Handle incoming phone calls and ensure efficient...

  • Administrative Assistant

    2 days ago

    Irvine, United States Virtual Full time

    Position Overview: Vaco is seeking a highly organized and proactive Administrative Assistant/Office Administrator to join our clients team. This individual will play a critical role in ensuring the smooth operation of our clients office by handling a variety of administrative and organizational tasks. The ideal candidate will be resourceful,...

  • Office Manager

    6 days ago

    Irvine, California, United States UFG, Inc. Full time

    Job OverviewThe role of Administrative Assistant at UFG, Inc. is to oversee the day-to-day operations of a small office. The ideal candidate will possess excellent organizational and time management skills, with proficiency in QuickBooks and strong communication abilities.ResponsibilitiesManage administrative tasks and maintain a high level of...

  • Office Administrator/ Facility Coordinator

    5 days ago

    Irvine, United States Volt Full time

    Let your career thrive with Volt! Volt is immediately hiring for Office and Facility Coordinator in Irvine, Ca As a office and facility coordinator you will:The Office and Facilities Coordinator is responsible for m...

  • Administrative Coordinator

    6 days ago

    Irvine, California, United States UFG, Inc. Full time

    Job DescriptionUFG, Inc. seeks a highly organized and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will be responsible for ensuring the smooth operation of our office. This includes managing administrative tasks, coordinating office activities, and handling financial transactions using QuickBooks. If you have...

  • Director of Administration

    4 days ago

    Irvine, United States Wright Ford Young & Co. Full time

    Position PurposeThe Director of Firm Administration position is both a strategic and operational position that encompasses a wide range of activities with involvement in all phases of administration, vendor relationships, HR administration, facilities and operations. The Director of Firm Administration works closely with the Partners on firm-wide policy...

  • Administrative Assistant

    2 days ago

    Irvine, United States TME & Affiliates, Inc Full time

    Job DescriptionJob DescriptionAbout Us:TME & Affiliates, Inc. is a well-established paint and finish specialty construction company proudly serving the Irvine community for 36 years. We're a tight-knit team divided into two main groups: Office Operations, handling the administrative side, and Field Operations, focused on the construction aspects. We...

  • Administrative Support Specialist

    7 days ago

    Irvine, California, United States EV Mode Full time

    Job DescriptionWe are seeking a highly organized and detail-oriented Office Administrator to join our team at EV Mode. As an Office Administrator, you will play a vital role in ensuring the smooth operation of our office.Your primary responsibility will be to provide administrative support to our upper management team, including coordinating activities and...