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Real Estate Administrative Coordinator

2 months ago

Costa Mesa, California, United States Ultimate Staffing Full time

Position Overview: A prominent organization in the hospitality sector is seeking an Administrative Assistant to support their Real Estate division.

Work Environment: This position is based in-office and is not available for remote work.

Key Responsibilities:

  • Provide comprehensive administrative support to the Director of Real Estate and in-house legal team.
  • Manage phone communications, ensuring all calls are answered and recorded professionally.
  • Draft, edit, and format correspondence, documents, leases, reports, and memos with meticulous attention to detail.
  • Facilitate interactions with tenants, corporate offices, and internal departments, responding to inquiries in a timely and professional manner.
  • Oversee incoming mail, emails, and faxes, ensuring proper routing.
  • Maintain an organized filing system and create new files as necessary.
  • Assemble and manage marketing materials for the organization.
  • Coordinate calendars and schedule appointments efficiently.
  • Process invoices and prepare expense reports as required.
  • Arrange travel logistics, including flights, accommodations, and dining reservations.
  • Uphold confidentiality standards for all sensitive information handled.

Qualifications:

A Bachelor's degree from a four-year institution is preferred, or five to seven years of relevant experience and/or training, or a combination of education and experience.

Skills Required: Strong organizational skills, excellent verbal and written communication abilities, and proficiency in Microsoft Word (advanced level, including macros and mail merge), Excel, and Outlook. Candidates must be able to pass a pre-employment alcohol/drug screening test and demonstrate the ability to follow instructions effectively.

Compensation: The position offers a salary of $90K.

Ultimate Staffing is committed to providing equal employment opportunities 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.