Job Description
Job Description
We are seeking a highly organized and detail-oriented part time Administrative Assistant to support our small office in Walnut Creek.
This role combines administrative and accounts payable duties, and is ideal for someone looking for a part-time, contract position.
Job Duties:
• Answer phones
• Office Administrative support for small staff
• Open mail and distribute
• Prepare daily logs for checks received; stamp checks for deposit and prepare bank deposits (about 45 checks per month)
• Contact courier for bank pickup as needed usually Tuesday and Thursday
• Sort Vendor invoices between one retail property and management company and prepare for coding
• Stamp and code payables and obtain approval from Property Manager or Owner
• Once approved, enter payables in QuickBooks
• Run checks (50-60 per month) on or about 10th of month and 25th of month
• Assemble and mail checks
• Copy paid bill invoices monthly for particular accounts for Tenant support
• Run late letters as requested by Property Manager
• Summarize Maintenance time sheets for retail property once per month on 5th of month
• Tenant billbacks - grease trap billings (every other month) and Recology Green waste containers (quarterly)
• Order supplies, contact vendor for equipment malfunctions, etc.
• Load postage in Meter
• Review, track and Maintain current Tenant and Vendor insurance certificates
• Obtain tenant sales figures and input into Sales Spreadsheet
• Newspaper review for project related items and circulation
• Support Property Management for various tasks
• Prepare post-lease execution check list
• Read security reports as requested
• Prepare Certified mailings for taxes
Accounts Payable (AP), Coding Invoices, Check Runs, Code Invoices, Invoice Processing, Administrative Office, Administrative Assistance