Job Description

We are looking for a high level Administrative Manager who is organized, has attention to detail, multi-tasker, and preferred experience handling contracts, legal documents, certifications, permits, or licenses.

Job Summary

Reporting directly to the company CEO, the Administrative Manager organizes and coordinates office administration and procedures to ensure organizational effectiveness, efficiency, and safety. Executes a wide range of administrative and executive support related tasks and projects.

Responsibilities

OPERATIONS

- Leading overall office administration for the team, supporting company day-to-day operations, systems, and staff.

- Coordinates operational matters such as building maintenance/repair, office equipment, office services, and purchasing.

- Maintain authorized purchasers: Home Depot, Wells Fargo, Gas Cards, etc.

- Manage inventory of office supplies, kitchen, and related stocks.

- Research and create comparison matrixes for all types of office equipment purchases and/or services.

- Maintains and develops relationships with vendors, including initial contact, contract negotiation, getting quotes and subsequent service maintenance/issue resolution.

- Approves Corporate Office Services and Purchasing Invoices.

- Maintains postage machine and monthly expense reporting.

- Oversee the office appearance (cleaning and organization), stocking supplies, etc.

- Backup phone system operator and respond directly to or forward to relevant staff all phone or e-mail inquiries.

- Create and vet office system standards and procedures, maintain record keeping systems, files and filing systems.

- Maintain Company Vehicle Registrations and car insurance

- Maintain Mobile Home Registrations and Property Files for all properties.

- Operate the corporate database including data-input, document uploads, running reports, and updating charges.

- Create and distribute company communications/notices and letters to internal clients, vendors, and tenants.

- Communicate and implement administrative priorities of local executive team.

- Coordinate with IT Vendor on all corporate office equipment, technical issues, and trainings.

- Conduct research, collect and analyses data to create or prepare procedures, reports and documents. Performs trainings upon request.

- Manage Commercial tenant communications, including coordination all inspection or maintenance service visits.

- Liaise in the company's behalf with tenants, insurance providers, vendors, city and state government representatives, and other general internal and external clients.

- Participate actively in the planning and execution of company meetings and events.

- Back up for CEO (point of contact in his absence) and other office staff, as needed.

LEGAL

- Manage all required city, county, and state form filings according to
relevant quarterly and annual schedules, including Statement of Information form for Corporate and all LLCs.

- Oversee annual renewal of all Permits, certifications, and licenses (property documents).

- Property Management / Asset Management Agreements.

- Annual business license renewals.

- Filing Arizona Corporation Commissions for seven farming companies and Inc.

- File Fictitious Business Name filings every 5 years.

- Document Review and Compliance.

- Handle assembly, execution, submittal and filing of escrow/property purchase and loan documents, coordinating with lenders, legal team and escrow officers.

- Perform notary public duties for relevant office documents.

- Ensure security, integrity, and confidentiality of data.

TAXES

- Responsible for property payment tax review, approval and record keeping for all properties.

- Manages tax appeals and/or miscellaneous issues.

- Organize tax and accounting information for year-end tax filing.

- Manage property W9 form/EIN and requests.

INSURANCE

- Manages property, liability, auto and umbrella insurance renewal.

- Coordinate Worker's Compensation insurance renewal.

- Maintain Tenant General Liability Insurance Records.

- Manage general liability property insurance claims for all company properties.

OTHER

- Marketing Coordination/ad creation.

- Stuffing checks

- Performs other duties as assigned or required.

Working Environment

· Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· The noise level in the work environment is usually moderate.

Physical Requirements

· Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.

Equipment Used

· Computers

· Phones

· Photocopiers

· Filing Cabinets

· Fax Machines

Qualifications

Education:

· Minimum: High School Diploma or GED, Associate or Bachelor’s degree preferred.

Certifications/Licenses:

· Minimum: Valid drivers’ license

Experience:

· 5-10 years’ experience in office management, contract/document overview

· Preferred: legal secretarial experience

Skills:

· Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.

· Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

· Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

· Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

· Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

· Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

· Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

· Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

· Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

· Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

· Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

· Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

· Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

· Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions ; Uses equipment and materials properly.

· Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

· Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

· Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.; Completes tasks on time or notifies appropriate person with an alternate plan.

· Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

· Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

Job Type: Full-time

Pay: $70,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Santee, CA 92071: Reliably commute or planning to relocate before starting work (Required)

Experience:

• legal drafting, document control: 3 years (Preferred)
• Real Estate Asset Industry: 1 year (Preferred)
• Administrative: 5 years (Required)

Work Location: In person

Similar Jobs