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Real Estate Administrative Assistant

2 months ago

Scottsdale, United States Brown Group Residential Full time $50,000
Job DescriptionJob Description

Job Summary

We are looking for a highly organized and detail-oriented Administrative Assistant / Office Coordinator to join our team. The ideal candidate will provide comprehensive administrative support and play a key role in daily office operations, ensuring a smooth and efficient workflow.

Key Responsibilities

Owner Estate Management:

  • Manage bills, deposits, travel arrangements, personal financials, loans, and medical affairs.

Retail Property Management:

  • Maintain property budgets with expertise in QuickBooks and Excel.
  • Perform reconciliations and manage vendor contracts.
  • Conduct property inspections, manage rent rolls, and handle banking deposits.
  • Oversee utility usage, invoicing, TPT tax filings, CAM invoicing, and coordinate emergency repairs and cleanups.

Residential Property Development Support:

  • Process payments for vendors, general contractors, and subcontractors using QuickBooks.
  • Compile soft cost invoices, prepare and approve draw requests, and manage banking deposits and wire transfers.
  • Coordinate with accountants and equity partners, prepare wires, set up closing books, and manage building plans and permits.
  • Handle payroll, taxes, payroll reports, and W-2s.

Office Management:

  • Manage and pay utilities using QuickBooks.
  • Oversee office and supplies, interoffice reimbursements, and cost transfers.
  • Manage trash, recycling, copier, paper, postage, and other office needs.
  • Collect W-9s from all entities and vendors.
  • Provide 1099 reports to accountants.

Requirements:

  • Minimum of 2 years of administrative experience.
  • Strong bookkeeping experience.
  • Proficiency in QuickBooks and Microsoft Excel.
  • Excellent organizational skills and attention to detail.
  • Familiarity with basic office management duties.
  • Ability to multitask and effectively prioritize workload.