Office Administrator

1 week ago

Irvine, United States Vaco Full time
This position offers annual bonus and benefits
Job Description:
We are seeking a dynamic Office Administrator to support our corporate office operations and assist various departments with administrative, organizational, and logistical tasks. As part of the Corporate Office Team, your role will be essential in ensuring smooth workflows and responsive support across all areas of the business. Ideal candidates will be adaptable, proactive, and skilled at managing multiple tasks with precision and professionalism.Key Responsibilities:
  • Check and Payment Processing: Handle the daily receipt and logging of checks, facilitate deposits and process urgent or special-handling outgoing checks. Distribute property-specific incoming mail as needed.
  • System Support and Issue Resolution: Submit support requests as issues arise, manage user databases, invitations, and maintain address labels.
  • COI Tracking System Maintenance: Assist in managing and updating the COI Tracking system, including regular tenant and vendor management.
  • Construction Management Reporting: Prepare and submit monthly Construction Management Fee Packages for approval and billing, and assist with monthly fee forecasting reports.
  • IT Inventory and Support: Maintain inventory of IT equipment, monitor monthly reports for unusual tickets or timelines, and facilitate equipment transitions for computers, copiers, or internet services at managed sites.
  • Onboarding and Offboarding Support: Assist with onboarding/offboarding processes for personnel and properties, including IT inventory management, document organization, and system setups.
  • SharePoint Management: Update, maintain, and organize SharePoint directories. Develop creative communications, informational pages, and document libraries.
  • Event and Office Support: Support company-wide events and corporate initiatives, maintaining a clean and well-organized office environment.
  • Reception and General Administrative Support: Provide back-up support for reception and other corporate office functions as needed. Offer general administrative assistance to company leadership.
Qualifications:
  • Proficiency in SharePoint, Microsoft Word, Excel, and Outlook.
  • Excellent organizational, time management, and interpersonal skills.
  • Prior experience in the commercial real estate industry is a plus.
  • Ability to thrive in a fast-paced environment with shifting priorities.
  • Strong teamwork orientation, positive demeanor, and professional presentation. Effective communicator able to engage across multiple departments.
  • Professional and personal references are required.

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.

  • California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
  • Virginia residents may access our state specific policies here.
  • Residents of all other states may access our policies here.
  • Canadian residents may access our policies in English here and in French here.
  • Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice

Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:

  • the individual’s skill sets, experience and training;
  • licensure and certification requirements;
  • office location and other geographic considerations;
  • other business and organizational needs.

With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.

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