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Administrative Assistant

Administrative Assistant

Los Angeles, CA, USA

Kidder Mathews has been a leader in the commercial real estate industry for more than 50 years, fostering an innovative and dynamic work culture with 68 "best workplace" awards. Now the largest independent commercial real estate firm on the West Coast, Kidder Mathews has more than 900 professionals and staff in 21 offices in Washington, Oregon, California, Nevada, and Arizona. We offer a complete range of brokerage, appraisal, asset services, consulting, project and construction management, and debt & equity finance services for all property types. The firm performs $8 billion in transactions, manages over 70 million square feet of space, and conducts over 1,800 appraisals annually.

Find out what makes Kidder Mathews a "best workplace"  ΜΆ   join us. 
The Administrative Assistant works as part of a team that supports the firm's brokerage, property management and appraisal divisions with reception and administrative needs. Administrative Assistants are the first impression of the company so they must set a professional tone at the front desk both on the phone and in person.

ESSENTIAL FUNCTIONS: 
    Work well as a team player and maintain good relationships with coworkers in a close-knit team environment
    Support a fast-paced, high-profile sales force demonstrating excellent customer service and overall can-do attitude
    Route calls professionally and greet visitors with a polite check-in experience
    Keep an accurate "in/out" log of which brokers, employees, and visitors are in the office
    Receive and distribute faxes, mail and deliveries; prepare outgoing mail including overnight and courier packages
    Maintain a clean and professional front desk area, keeping equipment and supplies neat and orderly
    Each morning and throughout the day, maintain common areas (kitchen, break rooms, conference rooms, and lobby) and follow sanitization protocols to keep them clean, orderly and well stocked for the day  
    Keep all kitchen equipment including refrigerator, coffee maker, and microwave clean and sanitized
    At the end of the day, clean up and put away supplies and dishes in common areas
    Operate and troubleshoot office equipment like printers, copiers, scanners, fax machine, postage meter, etc.
    Maintain inventory of office and break room supplies and pre-printed stationery products
    Approve invoices as assigned by Office Manager ensuring billing and allocation is accurate (i.e.; overnight mail, courier, office supplies, box lunches, coffee service, etc.)
    Maintain cash accounts as assigned by Office Manager (i.e., petty cash and parking validation); reconcile the accounts each month
    Schedule and be the administrator for the e-mail distribution system of flyers
    Provide administrative support creating correspondence, legal documents, invoices, and other documents as assigned by the Office Manager
    Enter information daily into various property and client databases used by the office
    Perform research, special projects, record-keeping, and other miscellaneous duties as needed for the office

SKILLS AND ABILITY:
    Customer service oriented with great interpersonal skills to build relationships with employees, brokers, management, vendors, and clients 
    Ability to work with minimal supervision, know when to ask questions, and lead by example
    Ability to speak, write and understand English with excellent grammatical skills
    Polite and professional communication, telephone etiquette, and presentation
    Ability to multi-task, prioritize, and organize workload to meet various daily, weekly, and monthly deadlines 
    Ability to utilize resources to execute tasks and solve problems
    Highly accurate, attentive, and detail oriented 
    Excellent communication skills to be able to function in a team environment to work a project through to completion
    Ability to type a minimum of 65 wpm
    Ability to handle Broker and Employee information with high level of confidentiality and professionalism. 
    Ability to take ownership of assigned tasks with high level of initiative 

EDUCATION/CERTIFICATION:
    High School Degree or Equivalent required, Bachelor’s degree preferred

REQUIRED KNOWLEDGE:
    Strong computer skills (specifically in MS Office programs Word, Outlook, PowerPoint, Excel) 

EXPERIENCE REQUIRED: 
    1+ year(s) office and/or customer service experience
    Experience operating a multi-line phone system
Kidder Mathews is an equal opportunity employer does not discriminate based on race/ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other status protected by law.

Kidder Mathews will accommodate candidates with disabilities to complete this application.  Please contact recruiting@kiddermathews.com if you need an accommodation.  

 
AZ residents: We participate in E-Verify.

CA residents: We collect various personal data from employees and applicants for purposes related to employment.  Please review the Notice of Data Privacy for Employees and Applicants for detailed information concerning what information we collect, the purposes for which information is collected and with whom such information may be shared.  You can find this notice on our careers page at https://kidder.com/careers/.

Additional Info

Job Type : Full-Time

Education Level : ""

Experience Level : ""

Job Function : ""

Contact : Stephanie Freeman at 949.557.5004 or Stephanie.Freeman@Kidder.com

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