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Administrative Assistant-Word Processor

1 month ago

Costa Mesa, United States Ultimate Staffing Full time

Leading Hospitality organization in Costa Mesa is adding an Administrative Assistant-Word Processor to their Real Estate department.

This ROLE IS IN OFFICE and NOT REMOTE

Assists Director of Real Estate and in-house legal counsel with all administrative and word processing, contracts and document functions by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Answers, screens and records phone calls in a professional and friendly manner.

Types and makes revisions to correspondence, legal documents, leases, reports and memos with extreme attention to detail and accuracy.

Interacts and handles requests from tenants, corporate offices and internal departments. Responds to all requests in a professional and timely manner.

Reads and routes incoming mail, e-mail and faxes.

Manages filing system and creates new files as needed.

Assembles, orders and maintains an adequate supply of marketing materials for the organization.

Maintains calendar and schedules all appointments.

Codes and processes invoices to appropriate cost center. Prepares expense reports as needed.

Prepares all necessary travel arrangements including airline, hotel, auto and restaurant reservations.

Maintains the confidentiality of all data handled.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EXPERIENCE and EDUCATION
Bachelor's degree (B. A.) from four-year college or university preferred; or five to seven years related experience and/or training; or equivalent combination of education and experience.

REQUIREMENTS OF POSITION: Good organizational ability, and verbal and written communication skills. Ability to pass a pre-employment alcohol/drug screening test. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Must be at advanced level in Word, frequently using macros, tables, mail merge and special formatting. Proficient in Excel and Outlook.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. To the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.