Assistant Administrative ManagerThis full-time position has a start date of January 2025. The job is in-person at our San Diego office.Career Opportunity:Gain responsibility and experience working with a premier retail real estate manager in San Diego. Our company owns and manages iconic shopping centers such as Mission Valley West, Sports Arena Shopping Center, Genesee Plaza and many more here in the region. Check out our website for more details - Investment Holdings Inc. is seeking a highly organized, proactive, and detail-oriented Assistant Administration Manager to join our team. The ideal candidate will play a crucial role in supporting the daily operations of the administration department, ensuring smooth workflow, and assisting in the management of administrative processes, as well as demonstrate flexibility, adaptability and evolving priorities. This position requires a proactive and dynamic individual with excellent communication skills, a strong ability to multitask, and a keen eye for detail.Personal Attributes:Attention to detail and accuracy in all tasks.Ability to remain calm under pressure and meet deadlines.Strong interpersonal skills and customer-service orientation.Flexible and adaptable to changing work environments and priorities.If you are a proactive, motivated, and resourceful individual with a passion for administrative management and real estate, we would love to hear from you.Requirements:4-year college degree (in business, marketing, or related field is a plus)Advanced user of Excel, PowerPoint, and Microsoft SuiteNotary commission is a plus (employee required to obtain commission upon start date, compensated by the Company)Knowledge of DocuSign, Nexus, MRI &/or Argus is a plusStrong interest in commercial real estatePassion for administrative office managementResponsibilities:Manage and stock office supplies and refreshmentsManage office maintenance contracts and repairsMaintain and report weekly officer and staff schedulesData managementPlan and coordinate company eventsAssist property management with processing of sales reports, preliminary construction notices and certificates of insuranceProduce reports to support management in business making decisionsConduct research to support operation of various teamsAssist with additional projects and tasks as needed to support the team and organizational goals thereofAssume ad-hoc responsibilities and assignments that arise on an as-needed basis, and perform other duties as assigned, including participation in special projectsAdministrative Responsibilities:Inventory, order and maintain all office supplies, refreshments, etc.General light housekeeping (refreshments and supplies are stocked and organized).Receive and distribute company voicemails and website inquiries.Retrieve, log and distribute all incoming mail (USPS, FedEx, UPS, etc.).Preparation of FedEx packages for senior management.Maintain and report Weekly Officer and Staff Schedules to corporate office.Maintenance and organization of workstations.Greet incoming guests and answer front door.Weekly maintenance and preparation of conference rooms for meetings.Filing / Clerical; general maintenance of files.Notarization of documents.Processing of documents in DocuSign.Company vehicle maintenance (cleaning, charging, annual maintenance and mileage reports).General business management and Executive Assistance: Administrative support to all senior officers to include production and submittal of all expense vouchers, general Word processing, travel arrangements, as needed, production of reports to support management in business making decisions.Plan and coordinate office events.Assist HR department with onboarding new hires: order business cards and supplies, update and distribute internal contact lists, update workstations/office title plaques, etc.Property Management Assistance:Process Tenant/Vendor Insurance Certificates.Process Tenant Sales Reports.Process California Preliminary Construction notices.Bi-Annual Board Book production assistance, as needed.Asset Management Assistance:Assist with company website, google business and google earth pins maintenance.Conduct research to support business operations of various departments.Manage and analyze data for systems.Interact with company vendors, brokers to help manage property listings.
Job Title
Assistant Administrative Manager