Office Assistant

Job Description:

Lupine Properties is a construction and development company specializing in commercial and retail office building, remodeling, tenant improvements, and facility maintenance.

This Office Assistant is an entry level assistant position, whose main responsibility includes assisting with general office and administrative duties for the designated, assigned department.

Location : 320 N. Halstead, Pasadana CA 91107

Schedule - Monday - Friday business hours - 5 hours per day.

Essential Functions include, but are not limited to the following:*

● Provides general office support by answering phones, taking and delivering messages, rerouting calls as needed, filing, data

entry, managing incoming and interoffice mail, maintaining/deleting/delivering electronic faxes, FedEx (pick-up/deliveries, etc.).

● Answer inquiries about the company and provide customer service as needed.

● Helps maintain, organize and update staff on office activities

● Communicates and maintains company information by posting and maintaining policies in common areas, distributing updated

contact information, and other information as needed.

● Manages the scheduling and availability of conference rooms and calendars.

● Maintains and ensures that shared workspaces such as the kitchen, storage room, and conference rooms are well stocked with

supplies and are kept tidy and clean to support employees and maintain optimum daily operations. The office assistant will

also help in this area by maintaining a clean refrigerator, running dishes through the dishwasher, cleaning out conference rooms

after meetings, etc).

● Maintains, adds and redistributes company cell phones for employees as required.

● Learn how to operate all office machines such as photocopier/scanner, fax machines, voicemail/phone systems and personal

computers. If an IT or facility problem cannot be easily resolved through troubleshooting, the Office Assistant will coordinate

with appropriate personnel (facilities, IT, etc) for assistance until the problem(s) have been resolved.

● Interfaces with accounting, payroll, vendors, and clients as needed.

● Supports with department-level budgets as directed.

● Gathers and assembles receipts in order to prepare monthly reports for review for credit card billing and payments.

● Additional duties as needed

Knowledge, Skills and Abilities Required:

● Excellent organizational and multitasking skills

● Ability to track down and effectively manage financial reports and documents with little supervision

● Good working knowledge of Google Suite Programs (Gmail, Sheets, Google Docs, etc)

● Experience with general office duties

● Reliable transportation

Education and Experience:

● High School Diploma

● Some college/BA preferred but not required

● Phone communication and customer service skills preferred

● Preparing real estate forms and documents preferred

● Analyzing leases and report back requested information to leadership preferred

*The specific statements shown in each section of this description are not intended to be all inclusive. They describe the general nature and level of work being performed and/or represent typical elements and criteria considered necessary to successfully perform the job. The Company retains the discretion to add to or change the duties of the position at any time.