What are the responsibilities and job description for the Administrative / Executive Assistant position at CZS Property Management, LLC?
About Us
CZS Property Management, LLC is a privately held property management company that focuses on commercial and industrial properties throughout the San Francisco Bay Area. Our core values are excellence and “performance with passion”. Our three pillars are :
Tenant Support - We cater to each tenant's individual needs so they know they have our support if needed
Proactive Property Management - We proactively management and maintain our properties to ensure a smooth tenant experience
Team Focused - We have a dedicated and cohesive team where all contributions are equally valued
Purpose of the Role
The Administrative / Executive Assistant plays a pivotal role in supporting the management team by ensuring seamless organization of both electronic and physical documents, assisting with project coordination, and handling day-to-day office operations. This position is essential in enhancing productivity, ensuring smooth communication, and contributing to the overall efficiency of the team. By managing these important tasks, this role helps create a positive and organized environment, allowing management to focus on strategic initiatives.
Essential Functions of the Role
Email, Electronic, and Physical Document Organization
Develop, implement and maintain email file structure and organization for Director of Facilities, including saving emails and documents in software management system
Develop, implement and maintain physical documentation organization for Director of Facilities, ensuring it meets company protocol, and the records are up to date and easy to access
Project Support
Assist in the planning and execution of various projects by coordinating timelines, monitoring progress, and ensuring deadlines are met
Provide administrative assistance by organizing resources, gathering necessary information, and collaborating with internal teams to ensure a smooth project workflow.
Act as a point of contact for stakeholders to ensure that any issues are addressed timely, and that communication remains clear and efficient.
Expense Report Management
Oversee and reconcile management credit card transactions and providing necessary detail to Accounts Payable team for appropriate logging of each transaction
Administrative Assistance
Quickly greeting guests and alerting team members of their presence
Answering office phone and correctly directing the call
Office wide mail distribution
Maintain and order office supplies, as necessary
Plan team events such as the annual volunteer event, Thanksgiving lunch, holiday party, and other occasions
Organize team celebrations for birthdays and career milestones
Responsible for office vendor relationships (ex : copier)
Other duties, as assigned
Required Knowledge, Skills and Abilities
Proficiency in Microsoft Outlook, Word, and Excel at an intermediate level or above
Handle sensitive information with the utmost confidentiality
Strong organizational skills and attention to detail
Ability to anticipate needs and proactively address issues
Must have excellent organizational, written, and verbal communication skills
Ability to prioritize workloads, work independently and meet objectivities without supervision
Skill to use a laptop computer and various software packages
As this role requires occasional driving of personal vehicle for business purposes, the candidate must have an MVR acceptable to company insurer
Working Conditions
In office full time / 5 days a week
Prolonged periods of sitting at a desk
Prolonged periods working on a desktop or laptop computer
Verbal and written communication in English language
Infrequent travel to offsite locations within the San Francisco Bay Area, which may include working outside in varying temperatures and in rough and uneven terrain
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