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Administrative Coordinator and Financial Clerk

2 months ago

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

Position Summary
This is an exceptional opportunity to embark on a career with a dynamic boutique commercial real estate firm. The role is multifaceted, offering a pathway for advancement within the organization. The Office Administrator (OA) position encompasses two primary responsibilities: overseeing comprehensive office management for a team of 40, including both in-person and remote staff, and providing executive assistance to the Managing Director (MD) to ensure the successful execution of key company initiatives.

The OA will be pivotal in maintaining office supplies, serving as the main liaison for employees regarding essential business functions, including onboarding, deal closures, and daily interactions with third-party vendors. Additionally, the OA will be tasked with accurate bookkeeping and management of QuickBooks, including categorization, reconciliation, and reporting.

The ideal candidate will work closely with the MD, facilitating the efficient operation of a fast-paced office environment. Responsibilities will include managing calls on behalf of the MD, organizing calendars, drafting employee contracts, planning travel itineraries, and ensuring project organization while enhancing email communications as needed. The OA may also handle occasional personal errands for the MD.


Key Responsibilities:
  • Draft various documents, including contracts, recruitment materials, and event correspondence.
  • Exhibit the ability to respond promptly to emerging situations, efficiently manage multiple high-priority tasks, and make decisions with minimal oversight.
  • Coordinate complex scheduling and manage extensive calendar activities, ensuring smooth information flow to senior leadership.
  • Assist the MD with business-related tasks and ensure punctuality and preparedness for meetings and travel.
  • Oversee the approval and timely payment of invoices by the Billing Department.
  • Maintain confidentiality and professionalism with all materials, exercising discretion at all times.
  • Support employees with onboarding, training resources, and access to necessary third-party services.
  • Handle bookkeeping for multiple company accounts, including expense categorization, monthly profit and loss statements, and reconciliation with bank statements.
Qualifications:
  • A minimum of 3 years of experience in an Office Administrator or Executive Assistant role.
  • Exceptional business writing skills with a strong command of English grammar and punctuation.
  • Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook).
  • Experience with QuickBooks and a foundational understanding of accounting principles.
  • Demonstrated initiative and self-starter mentality.
  • Excellent written, verbal, and interpersonal communication skills.
  • Interest or experience in financial statement analysis, business valuation, and finance.
  • Highly organized and detail-oriented, with the ability to prioritize effectively.
  • A collaborative team player with integrity and professionalism.
  • Ability to manage multiple projects simultaneously.
  • Strong problem-solving skills.
  • Familiarity with legal terminology and document management is preferred.
  • Professional and warm communication style.
  • Reliable transportation is required.

Education:
  • Bachelor's degree in Finance, Economics, or Business Administration is preferred.
Employment Type:
  • Full-time position.
  • In-office work required.
Compensation:
  • Starting pay of $20-$25 per hour; 40 hours per week.
  • Annual salary of $55,000 following a trial period, with significant bonus potential based on performance.
About Max Benjamin Partners:
Max Benjamin Partners is a boutique commercial real estate firm specializing in innovative capital solutions for real estate developers and investors. Our extensive network of capital providers, creative approach to financing, and commitment to client satisfaction set us apart in the industry. Despite challenging market conditions, our team has experienced significant growth, reflecting our dedication and collaborative spirit.