Executive Operations Assistant

4 weeks ago

Carlsbad, United States Insight Global Full time

PRIMARY RESPONSIBILITIES:

• Financial Management: Oversee invoice processing, including collection, submission, and tracking. Manage rent collection, deposit checks, and address overdue payments. Distribute property tax bills and confirm payments. Process business invoices and compile expense reports.

• Document Control: Ensure insurance document tracking. Manage CAs and NDAs for transactions. Maintain lease and property spreadsheets. Organize filing systems across platforms.

• Communication & Coordination: Liaise with tenants, vendors, and agencies through various

communication channels. Assemble travel and site visit materials. Handle mail distribution. Pursue

tenant sales report submissions. Act as the contact for building management.

• Office Management: Maintain office equipment and space. Keep inventory of supplies. Serve . Welcome guests and manage reception. Plan and coordinate meetings, events, and travel. Oversee mail services. Execute general administrative duties.

QUALIFICATIONS AND EXPERIENCE:

• Able to take direction, grasp new tasks and concepts with proficiency, and perform under pressure (or

perform in a fast past environment).

• Bachelor’s degree in business administration or a related field.

• Real estate experience, particularly in lease administration and property management

• Proficiency in office software and cloud-based file systems.

• Basic IT troubleshooting skills. -

• Strong written and verbal communication skills.

• Excellent organizational and time-management abilities.

• Knowledge of financial processes and accounting principles.

• Experience with event planning and travel coordination.

• Professional handling of confidential information

  • • Service oriented approach that is flexible and adaptable in a dynamic work environment

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