We are seeking a highly organized and detail-oriented part time Administrative Assistant to support our small office in Walnut Creek. This role combines administrative and accounts payable duties, and is ideal for someone looking for a part-time, contract position. Job Duties: • Answer phones • Office Administrative support for small staff • Open mail and distribute • Prepare daily logs for checks received; stamp checks for deposit and prepare bank deposits (about 45 checks per month) • Contact courier for bank pickup as needed usually Tuesday and Thursday • Sort Vendor invoices between one retail property and management company and prepare for coding • Stamp and code payables and obtain approval from Property Manager or Owner • Once approved, enter payables in QuickBooks • Run checks (50-60 per month) on or about 10th of month and 25th of month • Assemble and mail checks • Copy paid bill invoices monthly for particular accounts for Tenant support • Run late letters as requested by Property Manager • Summarize Maintenance time sheets for retail property once per month on 5th of month • Tenant billbacks - grease trap billings (every other month) and Recology Green waste containers (quarterly) • Order supplies, contact vendor for equipment malfunctions, etc. • Load postage in Meter • Review, track and Maintain current Tenant and Vendor insurance certificates • Obtain tenant sales figures and input into Sales Spreadsheet • Newspaper review for project related items and circulation • Support Property Management for various tasks • Prepare post-lease execution check list • Read security reports as requested • Prepare Certified mailings for taxes

Accounts Payable (AP), Coding Invoices, Check Runs, Code Invoices, Invoice Processing, Administrative Office, Administrative Assistance

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Walnut Creek, CA
onsite
Temporary
23.75 - 27.50 USD / Hourly
We are seeking a highly organized and detail-oriented part time Administrative Assistant to support our small office in Walnut Creek. This role combines administrative and accounts payable duties, and is ideal for someone looking for a part-time, contract position. Job Duties: • Answer phones • Office Administrative support for small staff • Open mail and distribute • Prepare daily logs for checks received; stamp checks for deposit and prepare bank deposits (about 45 checks per month) • Contact courier for bank pickup as needed usually Tuesday and Thursday • Sort Vendor invoices between one retail property and management company and prepare for coding • Stamp and code payables and obtain approval from Property Manager or Owner • Once approved, enter payables in QuickBooks • Run checks (50-60 per month) on or about 10th of month and 25th of month • Assemble and mail checks • Copy paid bill invoices monthly for particular accounts for Tenant support • Run late letters as requested by Property Manager • Summarize Maintenance time sheets for retail property once per month on 5th of month • Tenant billbacks - grease trap billings (every other month) and Recology Green waste containers (quarterly) • Order supplies, contact vendor for equipment malfunctions, etc. • Load postage in Meter • Review, track and Maintain current Tenant and Vendor insurance certificates • Obtain tenant sales figures and input into Sales Spreadsheet • Newspaper review for project related items and circulation • Support Property Management for various tasks • Prepare post-lease execution check list • Read security reports as requested • Prepare Certified mailings for taxes
2025-09-12T22:38:45Z