Job Description

Job Description

Summary

The Administrative Assistant provides daily support across various administrative and operational functions within the property management division. Full-time duties and responsibilities include reporting and tracking data, managing calendars, submitting expense reports, assisting with onboarding, managing vendor insurance, processing invoices, and entering & reviewing commissions. The position works closely with the Westhome leadership team and is required to be onsite at the Century City office.

Essential Duties and Responsibilities include the following but are not limited to:

Reporting & Tracking:

• Assist in the preparation of regular reports related to property management operations, including monthly and quarterly summaries, site visit reports, and contract compliance.
• Ensure the timely completion and accuracy of monthly reports, including tracking Month-End completions and P-Score completions.
• Prepare and maintain weekly tracking of Monday.com’s Weekly Reports and Daily Activity Reports (DAR).
• Manage site visit reports in Leonardo, ensuring timely uploads and document organization. Track and communicate any missing or incomplete reports to Director of Operations monthly.
• Track and update key performance metrics, including P-Card expenses, commissions, and renewal workbooks.
• Manage and track the P-Card expenses for the leadership team, ensuring all transactions are appropriately documented and reconciled.
• Prepare and submit accurate expense reports for reimbursement.
• Maintain a tracking system for vendor insurance certificates (COIs), ensuring all COIs are up to date and compliant. Handle coordination with vendors for updated COIs and properly file and organize all insurance documentation.
• Assist in the coordination and tracking of property contracts and ensure they are up to date and filed correctly.

Calendar & Due Date Management:

• Monitor and manage critical due dates, deadlines, and appointments across multiple teams to ensure timely completion of tasks and obligations.
• Provide proactive reminders and assist in adjusting schedules as needed to meet deadlines.
• Work with Regional managers to create monthly calendars for distribution to onsite teams.
• Coordinate booking travel arrangements for team members, ensuring budget compliance and smooth travel logistics.

Invoice Management:

• Process corporate and marketing vendor invoices. Ensure invoices are accurately coded, tracked, and processed per company policies.

Onboarding & Software Requests:

• Assist with the onboarding process for new employees, including submitting IT tickets for necessary software access and hardware setup.
• Coordinate with relevant departments to ensure seamless onboarding and software access for new hires.
• Track cell phone and iPad registration of the onsite teams, ensuring proper documentation of equipment assignments is on file.

Commission Review & Entry:

• Assist with entering and reviewing commission data for relevant personnel and property transactions.
• Ensure commission entries are accurate and timely for payroll processing.

Other duties, as assigned.

Competencies and Skills

• Excellent time management skills and ability to multi-task and prioritize in a fast-paced environment.
• Ability to meet changing priorities and deadlines.
• Ability to successfully manage tasks independently.
• Strong attention to detail.
• Excellent written and verbal communication skills.
• Outstanding organizational skills.
• Punctual and responsible.

Qualifications

• 1+ years of experience in administrative support or property management required.
• High school diploma required; associate degree or bachelor’s degree preferred.
• Technologically proficient in Microsoft Office Suite.
• Familiarity with Yardi, Leonardo24/7, and Monday.com, a plus.

Physical Requirements and Working Conditions

• Works in an office environment.
• Frequently sits for long periods of time.
• Frequently speaks, reads, writes, and uses a computer keyboard and telephone.
• May require occasional standing, walking, lifting, stooping, or bending.
• Occasional lifting, carrying, pushing, and pulling of materials and objects up to 25 pounds or heavier, with assistance and/or the use of proper equipment.
• Must have reliable transportation.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

EQUAL OPPORTUNITY EMPLOYER

Westhome is an equal opportunity employer to all, regardless of age, ancestry, color, disability, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.

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