Operations Administrative Assistant

Job highlights
Identified by Google from the original job post
Qualifications
High school diploma or GED equivalent
1-2 years of administrative experience
Strong computer skills are required and should include Microsoft Word, Excel, Acrobat, Google Docs and PowerPoint
Strong attention to detail, written and verbal communication skills
Ability to function effectively in a fast-paced environment
Entails in-person office requirements for a minimum of 3 days per week: Mondays, Tuesdays, and Wednesdays, located at Essex's corporate offices in Irvine, Woodland Hills, San Mateo, and Bellevue
Requires the ability to sit or stand for extended periods
Minimal physical effort in the day-to-day tasks
Requires the ability to lift moderate-weight objects (up to 50 pounds)
May involve physical activities such as climbing stairs, etc
Ability to write routine reports and correspondence
Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor
Ability to solve problems in standard situations
Requires basic analytical skills
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines
Benefits
All full-time regular associates are offered competitive salaries, experience career growth, and are eligible for benefit packages that include medical, dental, vision, paid parental leave, 401k employer match, excellence rewards, wellness programs, and much more
With our Sunday property operations office closures, 10 paid holidays, and 15 PTO days, work/life balance is a priority!
Additionally, most positions are eligible for a housing discount of 20%
The salary range for this position is $27.88 - $38.46 per hour
New hires generally start between $27.88 - $33.17 per hour
The final salary offer will be determined after reviewing relevant factors, including but not limited to skill sets; relevant experience; internal equity; and other business and organizational needs
This role is also eligible to participate in Essex’s discretionary Annual Bonus program that is commensurate with the level of the position
Responsibilities
The Operations Administrative Assistant will be an integral member of the Operations team providing direct administrative support to Property Operations or Revenue Operations Leadership
Conduct reviews, audits, and reconciliation of monthly, quarterly, and annual reports to ensure financial and operational accuracy
Oversee the housing request process, manage associate housing approvals, address delinquency issues, and ensure timely correspondence to all inquiries
Plan and execute all Operations events, including Associate Appreciation Days, Tenure Luncheons, and Regional Meetings, ensuring all logistics are handled professionally
Manage and coordinate travel logistics for Operations Directors and above, ensuring seamless and efficient travel plans
Organize and maintain calendars, schedule meetings, and coordinate appointments on behalf of Directors and senior leadership
Assist Directors and senior leadership with daily organizational tasks, ensuring priorities are met and deadlines are adhered to
Prepare and provide reports as directed by the supervisor, ensuring accuracy and timeliness
Facilitate the onboarding process for new Operations members, including office setup and orientation
Communicate organizational changes within the Directors & Sr Directors group to IT to ensure workflow and access are updated for a smooth transition
Assist in coordinating small to medium-sized projects within the Operations team, tracking progress, and ensuring deadlines are met
Conduct research and analysis as needed to support the decision-making process of Directors and senior leadership
Support initiatives aimed at improving operational efficiency, including the development and implementation of new processes or tools
Perform other duties as assigned, contributing to the overall effectiveness of the Operations team
Work is primarily conducted in an office setting
Requires sitting at a desk or workstation for extended periods
Involves the use of standard office equipment such as computers, phones, and printers
Requires the ability to work Monday through Friday
During times of events, Involves frequent standing, walking, and occasional bending
Minimal travel may be required for occasional meetings, training, or conferences
No formal supervisory responsibilities in this position
May provide informal assistance such as technical guidance and/or training to coworkers
May coordinate work and assign tasks
Ability to comprehend and interpret instructions, short correspondence and ask clarifying questions to ensure understanding
Ability to understand and carry out general instructions in standard situations
Job description
City

Irvine

State

California

Job Location

Irvine Regional Office (Derian)

Position Type

Regular

Job Summary

The Operations Administrative Assistant will be an integral member of the Operations team providing direct administrative support to Property Operations or Revenue Operations Leadership.

What You Will Do
• Conduct reviews, audits, and reconciliation of monthly, quarterly, and annual reports to ensure financial and operational accuracy.
• Oversee the housing request process, manage associate housing approvals, address delinquency issues, and ensure timely correspondence to all inquiries.
• Plan and execute all Operations events, including Associate Appreciation Days, Tenure Luncheons, and Regional Meetings, ensuring all logistics are handled professionally.
• Manage and coordinate travel logistics for Operations Directors and above, ensuring seamless and efficient travel plans.
• Organize and maintain calendars, schedule meetings, and coordinate appointments on behalf of Directors and senior leadership
• Assist Directors and senior leadership with daily organizational tasks, ensuring priorities are met and deadlines are adhered to.
• Prepare and provide reports as directed by the supervisor, ensuring accuracy and timeliness.
• Facilitate the onboarding process for new Operations members, including office setup and orientation.
• Communicate organizational changes within the Directors & Sr Directors group to IT to ensure workflow and access are updated for a smooth transition
• Assist in coordinating small to medium-sized projects within the Operations team, tracking progress, and ensuring deadlines are met.
• Conduct research and analysis as needed to support the decision-making process of Directors and senior leadership.
• Support initiatives aimed at improving operational efficiency, including the development and implementation of new processes or tools.
• Perform other duties as assigned, contributing to the overall effectiveness of the Operations team.

What You Will Need
• High school diploma or GED equivalent.
• 1-2 years of administrative experience.
• Strong computer skills are required and should include Microsoft Word, Excel, Acrobat, Google Docs and PowerPoint.
• Strong attention to detail, written and verbal communication skills.
• Ability to function effectively in a fast-paced environment.
• Experience using Yardi, Yieldstar and On-Site Property Management Software preferred.

What The Job Requires
• Work is primarily conducted in an office setting. Requires sitting at a desk or workstation for extended periods. Involves the use of standard office equipment such as computers, phones, and printers.
• Requires the ability to work Monday through Friday. Entails in-person office requirements for a minimum of 3 days per week: Mondays, Tuesdays, and Wednesdays, located at Essex's corporate offices in Irvine, Woodland Hills, San Mateo, and Bellevue.
• Requires the ability to sit or stand for extended periods. Minimal physical effort in the day-to-day tasks. During times of events, Involves frequent standing, walking, and occasional bending. Requires the ability to lift moderate-weight objects (up to 50 pounds). May involve physical activities such as climbing stairs, etc.
• Minimal travel may be required for occasional meetings, training, or conferences.

What You Will Bring To The Table
• No formal supervisory responsibilities in this position. May provide informal assistance such as technical guidance and/or training to coworkers. May coordinate work and assign tasks.
• Ability to comprehend and interpret instructions, short correspondence and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.
• Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
• Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.

All full-time regular associates are offered competitive salaries, experience career growth, and are eligible for benefit packages that include medical, dental, vision, paid parental leave, 401k employer match, excellence rewards, wellness programs, and much more. With our Sunday property operations office closures, 10 paid holidays, and 15 PTO days, work/life balance is a priority! Additionally, most positions are eligible for a housing discount of 20%.

Essex provides great communities in which to live, work and invest. We are a purpose-driven company, and we pride ourselves on promoting an internal culture of growth and opportunity by engaging, enabling, and empowering our teams. Working at Essex is not a destination. It is a journey where you can confidently build your career.

The salary range for this position is $27.88 - $38.46 per hour. New hires generally start between $27.88 - $33.17 per hour. The final salary offer will be determined after reviewing relevant factors, including but not limited to skill sets; relevant experience; internal equity; and other business and organizational needs.

This role is also eligible to participate in Essex’s discretionary Annual Bonus program that is commensurate with the level of the position.