Administrative Assistant, West Valley

Calabasas
Operations
Full-time
The Administrative Assistant of the West Valley Region will be an integral part of the operational management team, providing support to the General Manager, Retail Manager and Manager of Property Marketing. The position is responsible for assisting with the daily operations of the iconic properties with specific focus on guest experience, tenant relations, expense control, property events and office administrative tasks. The nature of the role requires availability during the core business hours of Monday through Friday from 9:00am-6:00pm and flexibility to work weekends and holidays as needed. 

Essential Functions and Responsibilities:

    • Administrative Responsibilities
    • Provide general administrative duties; electronic filing, data entry, reporting, order office supplies/furniture and create name badges
    • Assist with shipping and receiving mail/packages
    • Assist with general maintenance of kitchen and other common areas
    • Prepare and submit expense reports for the General Manager and Retail Manager
    • Manage and maintain service contract logs to track projects
    • Manage all purchase orders and check requests for the West LA Region
    • Management of the general property email; respond to guest inquires and feedback within 48 hours
    • Manage and maintain UpKeep, the work order system
    • Management and maintain the Insurance database for properties, tenants, and vendors
    • Prepare and send impound and reconciliation letters annually
    • Provide back-up receptionist support when needed
    • Tenant Relations:
    • Coordinate and organize regular staff meetings
    • Prepare tenant communications and memos
    • Track and assist with any lease compliance related issues
    • Responsible for organizing and maintaining all storage lease agreements with the store and cart tenants
    • Property Marketing:
    • Support Marketing Manager through tenant engagement
    • Order and manage inventory for special 

Qualifications required:

    • Personable and professional with a positive attitude
    • Ability to maintain a high level of confidentiality
    • Strong attention to detail
    • Excellent judgement and decision making skills
    • Exceptional communication skills (written + verbal)
    • Excellent computer skills (Word, PowerPoint, Excel)
    • Proven problem solving and interpersonal skills
    • Possess the ability and skill to motivate others
    • Experience in a hospitality field such as hotels, retail or restaurant is highly preferred
    • Able to cope with shifting priorities difficult situations and deadlines
    • Able to remain calm when assisting callers and guests who may be under pressure or temperamental

    • Education:
    • College Degree preferred
    • High School Diploma required