Office Administrator (Newport Beach, CA)

Westport Properties, Inc. is looking for a talented Office Administrator to join our team. The focus of this position is working with and through others, building and maintaining relationships, and working closely and accurately within established guidelines. If you're an outgoing and people-oriented individual, read on and apply today!

Job Title: Office Administrator

Reports To: HR Manager

Locations: Newport Beach, CA

FLSA Status: Non-Exempt/Hourly

Position Status: Full-Time

Work Schedule: Monday - Friday, 8:00 am - 5:00 pm

Pay Range: $20.00 - $23.00 per hour

Job Summary

The Office Administrator provides administrative support to the Company and serves as the first point of contact to visitors by greeting, welcoming, and directing them appropriately to notify company personnel of visitor arrival. The person in this position must be friendly and genuinely interested in the business, agenda, and needs of others, including the company, its management, the team, the company's customers, or all of the above. Additionally, this position will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, process the order requisition and inventory of supplies, general housekeeping of the Home Office, as well as additional projects such as employee event planning and as needed clerical duties.

Essential Duties & Responsibilities

• Manages all incoming/outgoing mail, faxes, and shipments across all departments: Property Services, Executive, Payroll, Accounting, and HR
• Provide excellent receptionist concierge services (answering phone, greeting visitors, routing calls/visitors to appropriate company contact, opening mail, parking validations, etc.)
• Maintaining cleanliness of general office areas/conference rooms/break rooms – manages office and breakroom supplies, orders, and restock
• Handle various administrative projects (i.e. scanning of invoices to send to accounting, internal communication notifications, mailing delivery & receivables, and tasks related to Executive requests) as assigned while working independently with minimal supervision
• Schedule meetings for executive and departments leads
• Work closely with the HR Department to provide event planning support to upcoming company events (quarterly birthday celebrations, staff celebrations, mid-year company picnic, year-end holiday events)
• Maintain punctuality and provide pristine attendance for daily workflows or required company events
• Maintaining building management relationships and communicating building changes or updates with home office staff
• Other Duties As Assigned
  • Periodic special projects and duties may be assigned based on company need and requirements
  • Must be able to perform a variety of duties, often changing from one task to another, with frequent interruptions or distractions and within tight deadlines

Qualifications

Education / Experience

• High School Diploma is required
• Some college required
• Preferred Bachelor’s degree
• 4 years’ experience in a front desk administrative role
• Relevant experience in event planning and/or event invitations

Skills

• Excellent verbal and written communication skills
• Good organizational and time management skills
• Ability to work within a team and to foster teamwork
• High attention to detail
• Proficient in Microsoft Office (Teams, Outlook, Excel, Word, etc.)
• General office and telephone skills are required
• Basic computer skills are required

Benefits for Full-Time Employees

• $7,800 contributed annually toward health benefits: medical, dental, vision
• Company paid life insurance coverage – up to $50,000 per employee (basic life and AD&D)
• 401(k) plan with employer match
• Generous paid time off offered – earn 3 weeks per year beginning at hire date
• Up to 10 paid holidays
• Paid ongoing professional development and training
• Rewards and recognition
• Company sponsored events throughout the year (holiday parties and gifts, company picnic, team building, etc.)
• Potential for growth and advancement
• Discretionary bonus based on several factors

About Westport Properties

Founded in 1985, Westport Properties (“WPI”) is an owner-operator of self storage, multifamily and industrial properties across the United States. The company is a fully integrated operator that develops, acquires and manages its portfolio as well as providing third-party management services. As of January 2022, WPI has approximately 12 million square feet of self storage space under management with its US Storage Centers brand and 638 multifamily units, employing approximately 400 people nationwide. WPI is a founding partner of the 501(c)3 Kure-It, a non-profit organization that raises money for underfunded cancer research, and Charity Storage, a 501(c)3 that uses vacant storage units to raise money for local charities. To date, Kure-It has raised over $12M and Charity Storage has raised over $500K.

Disclaimer

All employees must pass a post-offer, pre-hire background screening which includes a multi-state criminal check and DMV records. Furthermore, this job description is subject to change at any time. Nothing in this job description is meant to guarantee employment status and/or position. This job description neither restricts nor prevents management’s right to assign and/or reassign duties and responsibilities to this job at any time of the essential functions. It does not proscribe or restrict the tasks that may be subsequently assigned.

Salary : $20 - $23