[ref. d74039016] Newport Beach - Administrative Assistant

The position demands a high degree of organization, attention to detail, and the ability to function efficiently in a fast-paced environment.

Responsibilities:

• Provide administrative support by preparing and formatting documents such as proposals, presentations, correspondence, and standard reports.
• Maintain and organize record keeping and filing systems within the department.
• Manage calendars, schedule appointments, and coordinate travel or conference arrangements as necessary.
• Conduct research and update databases, and prepare materials for mass mailings.
• Handle the completion and reconciliation of expense reports for the work group.
• Facilitate the opening, sorting, prioritizing, and distributing of inbound mail.
• Coordinate services for outbound mail, ensuring timely and efficient communication.
• Answer phone calls, handle inquiries, and resolve problems requiring knowledge of department policies and procedures.
• Schedule meetings and conferences for an assigned work group, ensuring smooth and efficient communication.
• Perform specific duties related to the real estate industry, such as maintaining customer credit records and processing customer credit applications. • Possess proficiency in operations and procedures
• Proficiency in Microsoft applications
• Ability to schedule appointments and meetings efficiently
• Demonstrated skill in research and research analysis
• Proficiency in managing databases
• Ability to create and deliver presentations
• Strong telephone etiquette
• Experience with reconciliations
• Proficiency in managing correspondence
• Experience with coordinating travel arrangements
• Ability to manage receipts effectively
• Familiarity with conductivity
• Experience in the real estate sector is preferable
• Knowledge of CRM systems
• Experience with handling conference calls
• Ability to resolve issues and prioritize tasks effectively
• Experience with file system management
• Proficient in record keeping
• Experience in managing expense reports
• Strong skills in marketing communication
• Ability to maintain calendars efficiently