Administrative Coordinator and Financial Specialist

2 weeks ago

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

Position Summary
This is a unique 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. The role also requires accurate bookkeeping and proficiency in QuickBooks for categorization, reconciliation, and reporting.

The ideal candidate will work closely with the MD, supporting the fast-paced office environment. Responsibilities include managing calls on behalf of the MD, organizing calendars, drafting employee contracts, planning travel itineraries, and maintaining project organization. The OA will also occasionally handle personal errands for the MD.


Key Responsibilities:
  • Compose correspondence related to contracts, recruitment, events, and employee agreements.
  • Demonstrate the ability to respond with appropriate urgency to emerging situations, efficiently manage multiple high-priority tasks, and make decisions with minimal oversight.
  • Coordinate complex scheduling and manage extensive calendar activities, ensuring effective communication with senior leadership.
  • Assist the MD with various business and ancillary tasks, ensuring punctuality and preparedness for meetings and travel.
  • Oversee the approval and timely payment of invoices by the Billing Department.
  • Maintain professionalism and confidentiality with all materials, exercising discretion at all times.
  • Support employees with onboarding, training materials, and access to necessary resources.
  • 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 as an Office Administrator or Executive Assistant.
  • Exceptional business writing skills with a strong command of English grammar and punctuation.
  • Proficient in Microsoft Office Suite (Excel, PowerPoint, Outlook).
  • Experienced with QuickBooks and possess a foundational understanding of accounting principles.
  • Self-motivated with a strong initiative.
  • Excellent written, verbal, and interpersonal communication abilities.
  • Interest or competency in financial statement analysis and business valuation.
  • Highly organized and detail-oriented, capable of managing multiple priorities.
  • A collaborative team player with integrity and professionalism.
  • Ability to focus on and maintain various projects simultaneously.
  • Inventive 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, preferably in Finance, Economics, or Business Administration.
Employment Type:
  • Full-time position.
  • In-office work required five days a week.
Compensation:
  • Starting at $20-$25 per hour; 40 hours per week.
  • Annual salary of $55,000 following a trial period, with potential for bonuses 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 and our creative approach to financing enable us to offer competitive options in the market. Our team is dedicated, passionate, and collaborative, reflecting our commitment to excellence in the industry.

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