Junior Executive Assistant

Job Description

Job Description

Role

The Junior Executive Assistant keeps Upfrnt's office, books and people administration running day to day. The role combines executive and office support with hands-on accounting for Upfrnt's real estate activities — expenses, reconciliations and investor reporting — plus HR administration, payroll support and visa applications.

Detail

Title Junior Executive Assistant (Accounts & HR) Reports to CFO / Group Accountant for accounts, CEO/ Country Head for admin & office Supports CEO and leadership team, operations, asset management and property teams Type Full-time Location Austin, Texas — hybrid, 4 days a week in the office Employer Upfrnt USA Inc

Upfrnt runs multifamily communities the way hospitality brands run properties. This is often the first person a visitor, caller, vendor or new hire meets, so Reliability, Trust and Care start here. The role suits someone early in their career with an accounting foundation who wants a clear path into executive support, finance or HR. ResponsibilitiesExecutive and team support

Book meetings, rooms and travel within set guidelines and the travel policy.

Run the front desk: greet visitors and direct them to the right person, following access guidance.

Answer calls, route them or take accurate messages.

Open, sort and distribute incoming mail and shared inboxes; draft replies to routine inquiries for review.

Accounts and finance

Maintain accurate accounting records.

Perform regular bank reconciliations: download bank transactions, match them against expenses and receipts, and investigate and resolve discrepancies.

Reconcile in Xero: match bank feeds, code transactions correctly and keep ledgers up to date.

Collect receipts and invoices, code expense claims and prepare them for payment authorisation.

Manage accounts payable and receivable for vendors, contractors and service providers.

Record, track and reconcile security deposits received and refunded, with the operations and accounting teams.

Help prepare monthly, quarterly and annual financial statements

Assist with budgeting and forecasting for property investments and operating costs.

Support compliance with real estate tax, sales tax and other statutory requirements.

Support investor reporting, including capital contributions, distributions and ROI calculations.

Work with asset management and property teams to track financial performance.

Liaise with auditors during annual audits and provide the documents they need.

HR support

Maintain employee records and HR databases accurately and confidentially.

Assist with payroll preparation and make sure salaries are paid on time.

Create and maintain HR templates — letters, forms and standard documents — so processes stay consistent.

Prepare onboarding packs and checklists: paperwork, equipment, system-access requests and first-week schedules.

Prepare offboarding checklists and track return of equipment, keys and access removal.

Prepare and complete employee visa applications, gathering the required supporting documents.

Handle employee queries and provide day-to-day HR support.

Schedule interviews and coordinate training and development programmes.

Office administration and meetings

Order supplies, track stock and liaise with vendors and building management.

File and retrieve documents, records and reports, keeping the records system tidy.

Book rooms and arrange catering for internal and Advisory Board meetings; take notes and circulate action items.

Provide clerical support to other teams.

RequirementsMust have

Bachelor's degree in Accounting, Finance or a related field.

1–2 years in accounting, bookkeeping, administrative or office support roles.

Hands-on experience with accounting software, ideally Xero; bank reconciliations and coding transactions.

Detail-oriented with strong analytical skills

Clear written and spoken English; good communication and stakeholder skills; professional on the phone and in person.

Discretion with confidential financial, payroll and personnel information.

Hospitality mindset: warm, helpful and visitor-first.

Able to work from the Austin office 4 days a week.

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