Office Administrator

1 week ago

Burlingame, California, United States Chavez Management Group, Inc. Full time
Job Summary:

The Chavez Management Group, Inc. is seeking a highly organized and detail-oriented Administrative Assistant to support our real estate team in lease transactions and billing processes.

This is a key role that requires excellent communication skills, attention to detail, and the ability to handle multiple tasks simultaneously in a fast-paced environment.

Key Responsibilities:
  • Lease Transaction Support:
    • Assist in the preparation and processing of lease documents, including lease agreements, amendments, and renewals.
    • Coordinate and schedule meetings and appointments with clients, tenants, and other stakeholders.
    • Maintain and update lease files and records, ensuring accuracy and completeness.
    • Track lease transaction timelines and ensure all necessary documents and approvals are obtained in a timely manner.
    • Communicate with tenants and clients to provide updates and respond to inquiries related to lease transactions.
  • Billing and Financial Administration:
    • Prepare and process invoices related to lease transactions and property management services.
    • Assist in tracking and managing accounts receivable and payable.
    • Reconcile billing discrepancies and work with the finance team to ensure accurate billing.
    • Generate and distribute monthly billing statements to tenants and clients.
    • Assist in the preparation of financial reports related to lease transactions and billing.
  • General Administrative Support:
    • Answer phone calls, respond to emails, and handle other communications on behalf of the real estate team.
    • Maintain and update contact lists, databases, and other administrative records.
    • Assist in the preparation of presentations, reports, and other documents as needed.
    • Provide general office support, including ordering supplies, managing office equipment, and coordinating mail and courier services.
Qualifications:
  • High school diploma or equivalent; Associate's or Bachelor's degree preferred.
  • 2+ years of experience in an administrative support role, preferably in real estate or property management.
  • Strong organizational and time management skills with the ability to prioritize tasks effectively.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with Yardi is a plus.
  • Ability to work independently and as part of a team in a fast-paced environment.
  • Detail-oriented with a high level of accuracy in all work.
Benefits:
  • Competitive salary and performance-based bonuses.
  • Health, dental, and vision insurance.
  • Retirement savings plan with company match.
  • Paid time off and holidays.
  • Professional development opportunities.

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