Office Administrator and Bookkeeper

4 weeks ago

Beverly Hills, California, United States Max Benjamin Partners Inc Full time

Job Summary

This is a rare opportunity to start a career at an active boutique commercial real estate firm. This role is expansive and allows the individual a path to promotion with the company. The Office Administrator (OA) job is two-fold and is responsible for both championing all office management to a team of 20 in-person and 20 remote staff, as well as the executive assistance to the Managing Director ("MD") to ensure all essential company initiatives are successfully carried out. This includes ensuring all office supplies are proactively restocked and acting as the main point of contact/liaison for employees with any internal essential business functions from onboarding, deal closing, and daily support with third-party business vendors. The OA will be counted on to correctly maintain bookkeeping and QuickBooks categorizing, reconciliation, and reporting. The OA will be working directly with the MD, helping to run his fast-paced office. This OA role will provide administrative support to alleviate the MD's responsibilities by taking calls on his behalf, managing his calendars, writing employee contracts, planning travel itineraries, maintaining organization on several projects, and adding value on email correspondence whenever possible. OA will occasionally perform personal errands.

The OA is someone who embraces and excels at resolving new challenges by utilizing street smarts, customer support, Google, and any means necessary to resolve the problem at hand in a timely manner. This person will be the main point of contact and face of the company. We are seeking someone with past OA or Executive Assistance experience who will be with the company for at least four years.

Responsibilities Include:

Draft correspondence from contracts, recruitment materials, events, and employee contracts

Have the intuition to react with appropriate urgency to emerging situations, be able to complete multiple high-priority tasks efficiently, and be comfortable making decisions with minimal oversight or mentorship

Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior leadership at MBP

Support the MD as needed on business and extraneous tasks and continually ensure MD is punctual to all meetings and prepared for travel and priorities

Ensure all invoices are approved by MD and paid by the Billing Department ahead of schedule

Maintain professionalism and strict confidentiality with all materials exercising discretion

Ensure all employees are supported from onboarding, training materials, and access to third-party resources to facilitate necessary job functions

Bookkeeping for multiple company entity accounts;

categorizing expenses, running monthly P&L, monthly expense reconciliation in correspondence with bank statements, and sharing general ledger and balance sheets with CPA as needed

Job Requirements:

3 years of prior OA or Executive Assistant experience

Highly proficient professional business writing with exceptional English, grammar, and punctuation skills

Proficiency in Microsoft Office (Excel, PowerPoint, Outlook)

Proficiency with QuickBooks and a general background in accounting

Must have outstanding initiative and be a self-starter

Must have excellent written, verbal, and interpersonal communication skills

Competency or strong interest in financial statement analysis, business valuation, accounting, and finance

Highly organized and detail oriented with ability to follow up on priorities

Collaborative, team-oriented individual with a strong sense of integrity and professionalism

Ability to focus and maintain multiple projects

Inventive with problem-solving

Competent in legal jargon (prepping, editing, managing legal documents) is preferred

Correspond with a professional and warm communication style

Must have reliable form of transportation

Education:

Bachelor's degree, preferably in Finance, Economics, or Business Administration

Employment Type:

Full-time

In-office 5 days a week at our headquarters in Beverly Hills

Compensation:

$20-$25/hour to start; 40 hours per week

$55,000 annually after 90-day trial period + ample bonus opportunities after trial for completion of deals with MD - individual previously in this role made >$100,000 yearly

About Max Benjamin Partners:

Max Benjamin Partners is a boutique commercial real estate firm in Beverly Hills specializing in innovative capital solutions for real estate developers and investors. Our vast network of international and domestic capital providers, our creative approach to the capital stack, and our willingness to go above and beyond for our clients allows us to deliver the most competitive financing options on the market. Despite current market trends causing many competitors to cut staff, our team has doubled in size in the last year. The MBP team is very hardworking, passionate to succeed, close-knit, and collaborative.

To Apply:

Please send both your Cover Letter and Resume to to complete your application. Carefully reading correspondence and accurately following detailed instructions is at the core of this work, and failure to do so will disqualify your application. We will reach out to you via email with next steps once the full application is in receipt. Thank you in advance for your interest. We look forward to learning about your background and career goals and can't wait to welcome the next all-star to our dynamic team.

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