Office Assistant

Job Description

We are seeking a highly organized and proactive Office Assistant to support our corporate office in Costa Mesa. This position plays a vital role in the day-to-day operations of the company by supporting accounting, administration, property operations, and customer service. The ideal candidate enjoys working in a fast-paced environment, can manage multiple priorities, and takes ownership of their work with minimal supervision. No two days are the same. You'll interact with residents, vendors, regional managers, and internal departments while helping ensure our office runs efficiently.

Responsibilities

Administrative & Office Support
• Answer and route incoming phone calls while providing exceptional customer service
• Handle resident inquiries professionally, including difficult or escalated situations
• Monitor and organize the company's shared corporate email inbox
• Pick up, sort, and distribute incoming mail
• Maintain both physical and electronic filing systems
• Perform high-volume data entry with a strong attention to detail
• Assist with general administrative projects and office support


Accounting Support
• Assist with high-volume Accounts Payable processing
• Review, organize, and code vendor invoices for payment
• Prepare semi-monthly check runs (typically on the 5th and 20th of each month)
• Identify invoice discrepancies and work with vendors and internal teams to resolve issues
• Verify receipts and reconcile purchases made by Regional Managers using company credit cards
• Assist with Capital One credit card reconciliations
• Allocate transactions within QuickBooks (QuickBooks experience is a plus, but not required)


Property Operations Support
• Process rent deposits and Accounts Receivable for communities managed directly by the corporate office
• Assist with month-end rent statements and reporting
• Support regional managers with administrative and accounting requests
• Serve as the first level of review to ensure expenses are accurately allocated to each property's individual LLC


Qualifications
• 2+ years of administrative, bookkeeping, accounting, or office support experience
• Accounts Payable experience strongly preferred
• Experience with invoice processing, reconciliations, or bookkeeping preferred
• QuickBooks experience is a plus
• Strong Microsoft Office skills, particularly Excel and Outlook
• Excellent organizational and time-management skills
• Strong attention to detail with the ability to identify discrepancies
• Outstanding verbal and written communication skills
• Professional, patient, and customer-focused demeanor
• Ability to work independently while managing multiple priorities


What We're Looking For

We're looking for someone who:
• Takes initiative without waiting to be asked
• Works independently and follows through on responsibilities
• Has a strong sense of ownership and accountability
• Thrives in a fast-paced environment
• Is adaptable and willing to support multiple departments
• Wants to build a long-term career with a growing company
• Enjoys learning new responsibilities and growing professionally


Compensation & Benefits
• $26 - $29.00 per hour + salary growth
• Monday-Friday schedule with flexible start time (approximately 8:00 AM-4:30 PM)
• Employer-paid premium health insurance
• 18 paid holidays
• Paid sick leave
• 401(k) with company match
• Opportunities for advancement and internal promotions
• Stable, growing company with long-term career potential

Please submit your resume for immediate consideration!

KPG123

Meet Your Recruiter

Oscar Gutierrez


About Costa Mesa, CA

Unlock your next career opportunity in the vibrant city of Costa Mesa, California! With a bustling job market and a unique coastal lifestyle, Costa Mesa offers an enticing blend of career growth and captivating surroundings. Home to the renowned South Coast Plaza, world-class dining options, and the Segerstrom Center for the Arts, this city is a hub for creativity, innovation, and culture. Explore job listings in this dynamic region and see why Costa Mesa is the perfect place to advance your career while enjoying all that Southern California has to offer. Join us today and discover a career path as enchanting as the city itself!