Administrative / Executive Assistant

About UsCZS 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 neededProactive Property Management - We proactively management and maintain our properties to ensure a smooth tenant experienceTeam Focused - We have a dedicated and cohesive team where all contributions are equally valuedPurpose of the RoleThe 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 RoleEmail, Electronic, and Physical Document OrganizationDevelop, implement and maintain email file structure and organization for Director of Facilities, including saving emails and documents in software management systemDevelop, 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 accessProject SupportAssist in the planning and execution of various projects by coordinating timelines, monitoring progress, and ensuring deadlines are metProvide 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 ManagementOversee and reconcile management credit card transactions and providing necessary detail to Accounts Payable team for appropriate logging of each transactionAdministrative AssistanceQuickly greeting guests and alerting team members of their presenceAnswering office phone and correctly directing the callOffice wide mail distributionMaintain and order office supplies, as necessaryPlan team events such as the annual volunteer event, Thanksgiving lunch, holiday party, and other occasionsOrganize team celebrations for birthdays and career milestonesResponsible for office vendor relationships (ex: copier) Other duties, as assignedRequired Knowledge, Skills and AbilitiesProficiency in Microsoft Outlook, Word, and Excel at an intermediate level or aboveHandle sensitive information with the utmost confidentialityStrong organizational skills and attention to detailAbility to anticipate needs and proactively address issuesMust have excellent organizational, written, and verbal communication skillsAbility to prioritize workloads, work independently and meet objectivities without supervisionSkill to use a laptop computer and various software packagesAs this role requires occasional driving of personal vehicle for business purposes, the candidate must have an MVR acceptable to company insurerWorking ConditionsIn office full time / 5 days a weekProlonged periods of sitting at a deskProlonged periods working on a desktop or laptop computerVerbal and written communication in English languageInfrequent travel to offsite locations within the San Francisco Bay Area, which may include working outside in varying temperatures and in rough and uneven terrain

Created: 2025-02-10