Job Overview:
We are seeking an organized and detail-oriented Office Assistant to join our team. The ideal candidate will provide administrative support and ensure the smooth running of the office.
General Office Duties
o Greeting visitors and routing phone calls.
o Ordering administrative supplies and all food/kitchen items.
o Maintaining Amazon reoccurring monthly orders.
o Feed fish and schedule maintenance for tank.
o Sending out gifts or cards to clients as instructed (thank you, holiday, etc.)
o Creating and tracking inbound/outbound FedEx packages and envelopes.
o Work with ICS (IT Management Firm) to help team with any technology or phone issues
o Last to leave- make sure all lights are off & all doors are locked.
o Coordinate any office needs with Contractors & Cleaning Crew
o Coordinate office events, off and onsite
o Coordinate projects related to clients as needed
Meeting Notes
o Set up all weekly Teams meetings + Record & save meetings to our shared folder
o Schedule client and admin Teams/GoToMeeting/Zoom calls, as appropriate, per request.
o Take notes on important topics and send follow-up email to the team with action items from meeting.
Salesforce
o Creating and uploading Agreement Summaries to each Contract page, once contract is “Owner Executed”.
o Existing agreement uploads: review contract, extract data, entering terms as requested
o Entering in any missing info for “AE Executed” properties.
o Attaching files to corresponding portfolios/properties in proper formatting.
o Assist AM team with Door Fee and Fully Executed Follow-Up
o Cross-referencing new property lists with existing.
o Uploading new properties from CSV files.
o Creating, modifying, and exporting reports.
o Manage 5G reports, and update properties with 5G data as they are added to Salesforce.
Accounting
o Revenue share invoice auditing: compare report with agreement RS scale, Flag and note any issues to share with Account Manager & Accountant.
o Accounting support:
- Invoice Inquiries and Requests
- Revenue share report requests
- Follow up for various “AE Executed” properties.
o Create expense reports for COO as requested, and quarterly for CEO, as well as miscellaneous employee expenses, categorize those expenses and input them into Bill.com and QuickBooks.
o Input all ACH Payments into Bill.com & then deposit within QuickBooks.
o Keep track of and pay all monthly bills.
o Pay off bank account balance monthly.
o Export monthly business expenses from bank account and upload/categorize in QuickBooks.
o Support Accounting team with any needs
o Send out Weekly Cash Report before leaving every Tuesday
Travel
o Learn travel booking habits for CEO: how to find best deals, multiple flights, and hotel reservations, tracking credits and creating travel folder.
o Update work/travel calendar with any flights or accommodations, send calendar invites to senior team members. Create travel folders for senior members.
o For conferences: coordinate hotels, flights, and registration for events as well as party planning. The executive team will support decision making on attendance and group events.
Miscellaneous
o Needs will vary for CEO and COO. Office Manager may have to run occasional errands for mail, gifts, supplies, etc.
o Coordinate property maintenance, and work with vendors as needed to complete construction/remodel projects on additional rental properties.
o Keep track of all ongoing property renovation projects including invoices, payments, and status of projects.
o Monitor multiple email accounts for any important emails.
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Commute:
- San Antonio, TX 78212 (Required)
Ability to Relocate:
- San Antonio, TX 78212: Relocate before starting work (Required)
Work Location: In person