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Business Support Specialist – Office Operations & Tenant Support (Seal Beach)
Access Offices
3020 Old Ranch Parkway
compensation:
TBD
employment type:
part-time
experience level:
entry level
job title:
Administrative Assistant
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Part-time Monday - Friday 10:00 AM - 2:00 PM
Principal Responsibilities:
*Operate and manage a multi-line phone system.
*Greet and announce visitors to staff and tenants.
*Perform administrative tasks and assists as requested.
*Distribute mail and packages promptly.
*Maintain a clean and professional lobby, conference rooms, lunch, and reception area at all times.
*Accept and process incoming deliveries (UPS, FedEx, Amazon, etc.).
*Accurately log charges for work processing, administrative assists, conference room usage, and fax service.
*Assist the General Manager with marketing, billing tasks, including preparing invoices, tracking payments, and maintaining billing records.
*Support the General Manager with leasing activities, including preparing lease documents, organizing tenant files, and assisting with tenant communications.
Related Responsibilities:
*Exhibit professional behavior with tenants, callers, and employees.
*Communicate courteously with tenants, guests, and callers; ensure proper closure of calls and conversations.
*Be assertive and confident when dealing with tenants, while remaining approachable and professional.
*Maintain confidentiality—do not discuss company policies or issues outside of ACCESS OFFICES management.
*Direct inquiries and problems to the Operations & Leasing Manager when appropriate.
*Maintain full working knowledge of all office equipment, including phones, computers, copiers, fax machines, postage meters, and coffee machines.
Required Skills:
*Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, etc.).
*Canva, Quickbooks
*Ability to take general directions and apply them effectively to a variety of situations.
*Strong understanding of professional business decorum.
*Excellent organizational and detail-oriented skills.
*Professional and pleasant telephone manner.
*Strong written and verbal communication skills.
Personal Requirements:
*Professional business appearance, manner, and attitude.
*Ability to remain calm under stress and handle challenging tenants or clients professionally.
*Cooperative and team-oriented attitude.
*Take-charge mentality when needed, with initiative and reliability.
*Strong sense of responsibility, dependability, and punctuality.
*Demonstrated ingenuity and resourcefulness in problem-solving.
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