We are looking for a dedicated Project Assistant to join our team in Yorba Linda, California. In this Contract to permanent position, you will play a vital role in coordinating installation activities and ensuring projects are executed efficiently and exceed customer expectations. This role demands strong organizational skills, attention to detail, and the ability to foster effective communication among all stakeholders.<br><br>Responsibilities:<br>• Coordinate installation activities with sales representatives, subcontractors, and customers to ensure smooth project execution.<br>• Conduct pre-sale site visits to identify potential challenges and incorporate them into project quotes.<br>• Review incoming orders to identify those classified as projects and manage their scheduling.<br>• Facilitate project startup meetings to establish clear communication among customers, contractors, and team members.<br>• Maintain and update the electronic installation schedule for the district.<br>• Monitor subcontractor performance, ensuring compliance with safety standards and quality expectations.<br>• Perform cost-control measures by reviewing subcontractor invoices and managing project budgets.<br>• Support workplace safety initiatives by collaborating with service managers and field technicians, conducting audits, and promoting safe practices.<br>• Stay updated on product knowledge, including company and allied products, to better support project coordination.
<p>We are looking for a detail-oriented Marketing Specialist to join our team on a contract basis. In this role, you will collaborate closely with the marketing department to execute campaigns, manage social media calendars, and support various marketing efforts. This position is remote and ideal if you can work EST. </p><p><br></p><p>Responsibilities:</p><p>• Create engaging content for social media posts and schedule them using Sprout Social, ensuring alignment with the team’s marketing guidelines.</p><p>• Analyze social media performance by generating reports and reviewing analytics to identify trends and opportunities for improvement.</p><p>• Attend meetings and document key discussions and action items to ensure effective communication.</p><p>• Collaborate on email campaigns, contributing to content creation and execution to enhance audience engagement.</p><p>• Assist in planning and coordinating events, ensuring smooth execution and alignment with marketing goals.</p><p>• Support direct marketing campaigns by crafting compelling materials and monitoring their performance.</p><p>• Maintain and update project timelines using Smartsheets to ensure deadlines are met efficiently.</p><p>• Work closely with the team to perform general marketing activities, ensuring consistency and quality across all projects.</p><p>• Provide insights or knowledge related to veterinary practices if applicable, though this experience is not required.</p>
<p>We are looking for an Administrative Assistant to join our team in Irvine, California. The role involves a variety of administrative tasks, data collection, and organization, making attention to detail and strong organizational skills essential.</p><p><br></p><p>Responsibilities:</p><p>• Reach out to a large number of employees to collect information for an upcoming award ceremony.</p><p>• Accurately record and organize employee data, including name pronunciations, in Excel spreadsheets.</p><p>• Sort, filter, and manage data within Excel to ensure efficient organization and accessibility.</p><p>• Perform high-volume data entry with precision and speed.</p><p>• Utilize Salesforce and Microsoft Excel extensively to support administrative tasks and data management.</p><p>• Maintain clear and detail-oriented communication while handling inbound calls.</p><p>• Uphold business casual dress standards during onsite work and ensure a high standard of conduct in all interactions.</p><p>• Collaborate effectively with team members during hybrid workdays to meet project deadlines.</p><p>• Prepare reports and documentation as needed for project updates.</p><p>• Demonstrate adaptability and problem-solving skills in administrative support tasks.</p>
<p>The Accounting Assistant supports by performing a range of financial and administrative duties for assigned property portfolios. This role works closely with property managers, assistants, and team members across multiple departments to ensure timely, accurate completion of tasks.</p><p>Key Responsibilities:</p><ul><li>Compile financial packages and special reports</li><li>Bill tenants and adjust tenant accounts as needed</li><li>Deposit and post cash receipts to tenant accounts</li><li>Record manual deposits and checks in Excel spreadsheets</li><li>Set up property and tenant accounts</li><li>Reconcile bank statements, post interest, and scan documents to Laserfiche</li><li>Prepare, copy, and distribute special financial reports</li><li>Enter property payroll checks into accounts payable and process payments</li><li>Manage stop payment/void checks and approve AP invoices when necessary</li><li>Track owner-signed checks and handle mailing</li><li>Create and maintain folders for mortgages, financials, and notes</li><li>Run reports and organize folders for CAM reconciliations; input CAM data into the system</li><li>Support miscellaneous accounting duties and assist with ad-hoc projects</li><li>Provide answers to manager and assistant inquiries</li><li>Meet deadlines with efficiency and accuracy</li></ul>
We are looking for a detail-oriented and organized Office Assistant to join our team in Los Angeles, California. This Contract to permanent position offers an excellent opportunity to support daily operations and ensure the smooth functioning of administrative tasks. The ideal candidate will have a proactive approach to managing clerical duties, data entry, and correspondence.<br><br>Responsibilities:<br>• Perform a variety of administrative and clerical tasks, including data entry, report preparation, and document management.<br>• Compile and analyze statistical data to create reports in various formats, such as spreadsheets, graphs, or narratives.<br>• Organize and distribute mail, maintain general files, and ensure workspaces are neat and well-stocked.<br>• Assist in creating correspondence and reports independently, without requiring supervisor attention.<br>• Scan, fax, bind, and distribute documents, reports, and proposals as needed.<br>• Verify data accuracy by cross-checking supplier invoices and other records.<br>• Represent the supervisor at meetings or project-related events when necessary.<br>• Support outreach initiatives for business programs and exclusivity efforts.<br>• Collaborate with team members and stakeholders to drive organizational goals.<br>• Handle additional responsibilities as assigned to meet operational needs.
This role is responsible for a wide range of administrative and office management duties, including report preparation, document management, and support of ongoing projects and initiatives. The ideal candidate is also comfortable with networking and social responsibilities, occasionally representing company leadership at meetings and events. Key Responsibilities Office Management & Administrative Support Create and edit engineering correspondence, reports, presentations, financial documents, and data analyses Prepare expenses, coordinate travel arrangements, and support project-related work Manage accounts receivable and accounts payable, as well as miscellaneous office purchases Maintain and improve internal document organization and filing systems Support business processes by completing documentation, requesting information, and following up to meet key deadlines Conduct research and prepare reports or materials for special projects Schedule meetings and appointments and manage calendars Coordinate with IT consultants regarding office equipment and software issues Manage contracts and pricing negotiations with office vendors and service providers Provide general support to office visitors Operations & Facilities Liaise with facility management vendors, including cleaning and catering services Conduct local errands as needed Plan and coordinate in-house and off-site events, such as meetings, celebrations, and conferences People & Culture Support Assist with hiring and onboarding new employees detail oriented Expectations Represent company leadership professionally at meetings and events when needed Maintain a high level of discretion, accountability, and confidentiality at all times
<p>A small residential property management company in West LA is seeking an Office Assistant to join their team on a temporary basis with potential to go permanent. As the Office Assistant, you will provide a high-level of customer service over phone and email. This is a fully onsite role. Hours are Monday – Thursday from 9-4PM and Friday from 9-12PM. Bilingual Spanish is a plus!</p><p><br></p><p>Responsibilities:</p><p>• Handle incoming mail by opening, sorting, and distributing it appropriately.</p><p>• Organize, rename, and maintain both physical and digital documents to ensure accessibility.</p><p>• Create copies of leases and other essential documents as needed.</p><p>• Duplicate keys for tenants and property managers in a timely manner.</p><p>• Assist the Office Manager and team with general office tasks and projects.</p><p>• Perform light computer-based tasks such as word processing and data entry using Word and Excel.</p><p>• Provide reception support by answering inbound calls and directing them appropriately.</p><p>• Scan and file documents to maintain office records and organization.</p>
<p>We are looking for a detail-oriented Administrative Assistant to join our Asset Management team on a contract basis. In this role, you will support daily operations within the Asset Management and Operations Department, focusing on administrative tasks related to property management and real estate agreements. This position is based in El Segundo, California and is full time onsite. </p><p><br></p><p>Responsibilities:</p><p>• Organize, scan, and distribute department mail while uploading relevant documents into the internal database.</p><p>• Prepare and send various tenant documents such as welcome letters, easements, and payment redirection forms.</p><p>• Facilitate the execution and notarization of legal documents, ensuring completion and accurate record-keeping.</p><p>• Respond to inquiries from property owners and tenants by conducting research such as title searches and document retrievals.</p><p>• Assist in updating and maintaining the department’s internal database and support short-term projects as needed.</p><p>• Review site-specific documentation to verify accuracy and completeness.</p><p>• Provide attentive and high-quality customer service to both internal and external stakeholders.</p><p>• Offer front desk coverage during designated breaks and assist with general office tasks.</p><p>• Perform additional duties as assigned to support the team’s objectives.</p>
<p>We are seeking a detail-oriented and highly organized Administrative Assistant to join a property management team in Los Angeles, California. This long-term contract role plays a critical part in supporting daily property operations by delivering exceptional administrative and customer service support. The ideal candidate thrives in a fast-paced environment, is task-driven, and enjoys working collaboratively to ensure smooth and efficient operations for tenants, managers, and internal teams.</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Serve as the first point of contact for tenants, vendors, and visitors, providing a high level of customer service both in person and over the phone</li><li>Manage a high volume of incoming calls and inquiries, ensuring timely, professional responses and accurate routing</li><li>Provide comprehensive administrative support to property management staff, including scheduling, correspondence, and document preparation</li><li>Perform accurate data entry and maintain up-to-date property, tenant, and vendor records</li><li>Assist with invoicing and data entry into Accounts Payable (AP) systems</li><li>Prepare, organize, and distribute reports, presentations, and property-related documentation</li><li>Maintain an organized and professional office environment, including managing supplies and front-desk operations</li><li>Coordinate with internal teams and property managers to support ongoing projects and meet deadlines</li><li>Utilize multiple property management systems, platforms, and applications to support daily operations</li><li>Identify and assist in resolving administrative issues to improve workflow and operational efficiency</li></ul><p><br></p>
We are looking for a dedicated Administrative Assistant to join our team in Camarillo, California. In this long-term contract role, you will play a vital part in supporting daily operations and ensuring seamless client interactions. This position offers an excellent opportunity to contribute to a detail-oriented environment and refine your administrative skills.<br><br>Responsibilities:<br>• Coordinate scheduling for client appointments and maintain accurate calendars for staff and partners.<br>• Oversee the organization and upkeep of physical and digital client files, adhering to confidentiality protocols.<br>• Draft and prepare engagement letters, onboarding packages, and client communications.<br>• Manage the documentation and workflow processes, including scanning, organizing, and uploading tax and financial documents.<br>• Track the progress of tax returns, audits, and accounting projects to ensure timely completion.<br>• Facilitate the routing of documents for reviews, signatures, and final delivery to clients.<br>• Provide support for electronic filing processes and maintain records of filing confirmations.<br>• Answer inbound calls and assist with receptionist duties, ensuring a welcoming and detail-oriented experience for clients.<br>• Perform accurate data entry tasks to support office operations.
We are looking for an organized and detail-oriented Office Assistant to join our team in Rancho Cucamonga, California. In this contract role, you will play a key part in ensuring smooth office operations through a variety of administrative and clerical tasks. This position requires excellent communication skills, multitasking abilities, and proficiency in office technologies.<br><br>Responsibilities:<br>• Manage receptionist duties, including answering inbound calls and directing messages appropriately.<br>• Organize and scan documents, maintaining accurate digital and physical file systems.<br>• Perform general clerical tasks to ensure efficient office operations.<br>• Oversee inventory of office and break room supplies, replenishing stock as needed.<br>• Collect and organize credit card purchase receipts from employees, labeling them by project.<br>• Facilitate insurance claims by coordinating with relevant parties and ensuring proper documentation.<br>• Utilize computer systems and office equipment, including scanning tools and copiers, to perform daily tasks.<br>• Maintain organized records and files to support team projects and administrative needs.<br>• Assist in preparing reports and spreadsheets using Microsoft Excel.
We are looking for an experienced Accounting Manager to join our team in Irvine, California. This role is essential to overseeing key accounting functions, including general ledger management, accounts payable, and procurement. With a focus on leases, fixed assets, and Oracle Projects, the Accounting Manager will play a critical role in ensuring accurate financial reporting and analysis.<br><br>Responsibilities:<br>• Oversee daily general ledger accounting activities to ensure accuracy and compliance with regulations.<br>• Manage accounts payable and procurement processes, with a focus on leases, fixed assets, and Oracle Projects.<br>• Lead and mentor a team of accounting professionals, fostering growth and collaboration.<br>• Coordinate and execute the monthly, quarterly, and annual financial close processes.<br>• Prepare and review financial statements, ensuring timely and accurate reporting.<br>• Collaborate with cross-functional teams to resolve complex accounting issues and improve processes.<br>• Support the Assistant Controller with internal and external reporting requirements.<br>• Ensure compliance with relevant accounting standards and internal policies.<br>• Provide updates and insights to accounting leadership on financial matters.<br>• Participate in audits, ensuring all documentation and reconciliations are completed accurately.
We are looking for an experienced Accounting Manager to lead our Accounts Payable and Procurement operations in Irvine, California. This role emphasizes process improvement, automation, and team leadership to ensure operational excellence. Reporting to the Assistant Controller, you will play a vital role in managing workflows, optimizing systems, and fostering cross-departmental collaboration.<br><br>Responsibilities:<br>• Oversee Accounts Payable and Procurement processes, including purchase order matching, invoice management, and supplier master file maintenance.<br>• Lead and mentor a team of 6–7 professionals, supporting their growth and development at various career stages.<br>• Manage account reconciliations related to accrued expenses and other organizational accounts.<br>• Drive system and workflow improvements to enhance automation and efficiency in AP/PO processes.<br>• Collaborate with departments such as IT, Real Estate, and Maintenance to ensure seamless AP and procurement operations.<br>• Participate in projects related to workflow rollouts and upcoming supply chain implementations.<br>• Maintain a balance between compliance requirements and a service-oriented approach to internal stakeholders.<br>• Support month-end close processes and contribute to financial reporting as necessary.<br>• Build and nurture strong relationships with stakeholders while promoting a culture of accountability and transparency.
<p><strong>Title:</strong> Executive Assistant (Temp to Hire)</p><p> <strong>Location:</strong> Onsite/Hybrid</p><p> <strong>Salary Range:</strong> $85,000-$100,000</p><p><strong>About the Organization:</strong></p><p> Join a mission-driven nonprofit dedicated to providing affordable, safe, and supportive housing solutions for communities in need. Our client prides themselves on creating positive change.</p><p><strong>Position Overview:</strong></p><p> We are looking for a highly skilled and organized Executive Assistant to support two senior executives. This role is a temporary-to-hire opportunity, ideal for candidates who thrive in a fast-paced, purpose-driven environment. The Executive Assistant will be responsible for managing complex administrative tasks, streamlining processes, and enabling the executives to focus on strategic priorities.</p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide high-level executive support to two senior leaders, including calendar management, coordinating meetings, travel arrangements, and expense reporting</li><li>Serve as a gatekeeper and point of contact between executives, staff, board members, community partners, and stakeholders</li><li>Prepare correspondence, reports, presentations, and meeting materials</li><li>Track and prioritize incoming requests, managing workflows to ensure timely responses and follow-up</li><li>Assist in organizing events, board meetings, and community outreach activities</li><li>Maintain confidentiality and uphold organizational standards in communication and documentation</li><li>Support special projects and initiatives led by the executives</li></ul><p><strong>Required Qualifications:</strong></p><ul><li>5+ years of executive administration experience, ideally supporting C-suite or nonprofit leadership</li><li>Exceptional organizational, time-management, and communication skills</li><li>Proficiency with Microsoft Office Suite </li><li>Demonstrated ability to handle sensitive information and act with professionalism and discretion</li><li>Experience juggling multiple priorities and adapting to changing needs in a fast-paced setting</li><li>Mission-driven mindset and interest in community and nonprofit work</li></ul><p><strong>Preferred Qualifications:</strong></p><ul><li>Previous experience working in a nonprofit, social service, or affordable housing organization</li><li>Familiarity with board management and governance support</li><li>Event planning and project coordination experience</li></ul><p><strong>Compensation & Benefits:</strong></p><ul><li>Temp to hire; salary up to $100,000/year, commensurate with experience</li><li>Eligible for benefits upon hire</li></ul><p><br></p>
<p>We are seeking a highly organized, proactive, and professional <strong>Executive Assistant</strong> to support senior leadership at a fast-paced organization in <strong>Koreatown, Los Angeles</strong>. This role is ideal for someone who thrives in a dynamic environment, anticipates needs, and can manage multiple priorities with discretion and efficiency.</p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide high-level administrative support to executives</li><li>Manage calendars, scheduling, and meeting coordination</li><li>Handle phone calls, emails, and correspondence on behalf of leadership</li><li>Prepare reports, presentations, and documents</li><li>Coordinate travel arrangements and itineraries</li><li>Assist with project tracking and follow-up</li><li>Maintain confidentiality and handle sensitive information with discretion</li><li>Support day-to-day office operations as needed</li></ul>
<p>The Operations Assistant will support the Operations & Sales Management teams by ensuring smooth operations and contributing to the overall profitability and growth of the department. The Operations Assistant will be responsible for assisting with technician and office management support including technician scheduling, preparing reports, assist with training on company procedures and other related tasks.</p><p><strong>Responsibilities:</strong></p><p> • Assigning technicians to work orders.</p><p> • Reviewing hours worked before submission to payroll.</p><p> • Scheduling work with the client</p><p> • Maintain key access for the client sites</p><p> • Running reports for labor, variance report projects and others</p><p> • Maintain the office the office, answer general employee questions, </p><p> • Other duties as assigned.</p><p><strong>Primary Performance Measurements:</strong></p><p> 1. Improve Internal and External Client Satisfaction</p><p> 2. Reduce Time from order receipt to Ready to Schedule</p><p> 3. Reduce Time to Close Orders</p><p> 4. Improve Teammate Engagement</p><p> </p><p> <strong>Top Characteristics:</strong></p><p> • Strong team management experience</p><p> • Strong business acumen, basic accounting skills and the ability to reason through ever changing scenarios. </p><p> • Strong interpersonal skills, excellent written and verbal communication.</p><p> • Ability to adjust quickly to new processes and procedures.</p><p> • Ability to work in fast-paced environment with multiple priorities, with minimal supervision. </p><p> • Ability to interface effectively at all levels internally and with clients.</p>
<p><strong>Office Management & Operations (35%)</strong></p><ul><li>Serve as the primary point of contact for all Department programs, projects, and initiatives.</li><li>Coordinate and support public relations, outreach, and recruitment activities.</li><li>Act as Department liaison to internal university departments (Controller, Registrar, ITS, Facilities Management, Library, Extension, Office of Research & Sponsored Projects, University Relations, etc.) and external partners.</li><li>Support faculty, speakers, donors, guests, partners, and administrators through preparation of materials, documentation, and logistical coordination.</li><li>Maintain confidential records and files in collaboration with the Program Coordinator and Grant & Budget Specialist.</li><li>Coordinate, supervise, and provide administrative oversight for graduate assistants, interns, and work-study students; support fellows and research associates.</li><li>Manage day-to-day office operations, including troubleshooting office equipment and developing user guides for software and systems (email, Banner, LiveText, word processing tools, etc.).</li><li>Purchase office supplies, track inventory, and maintain records of Department assets.</li><li>Coordinate and manage Department mail distribution and electronic accounts.</li></ul><p><strong>Professional Development & Certificate Programs (20%)</strong></p><ul><li>Provide administrative and logistical support for professional development offerings and certificate programs.</li><li>Create and distribute marketing materials (flyers, digital communications) and support recruitment efforts.</li><li>Respond to inquiries from prospective participants and partners.</li><li>Assist with registration, scheduling instructors, preparing course materials, reserving space, coordinating technology, ordering catering, and processing invoices and related budget documentation.</li><li>Coordinate and staff Department events, including featured speaker series, certificate programs, institutes, advisory meetings, webinars, orientations, and conferences.</li></ul><p><strong>Communications & Outreach (20%)</strong></p><ul><li>Review, edit, and update Department website content, publications, and written communications to ensure accuracy, consistency, and relevance.</li><li>Maintain and manage Department databases, interest forms, mailing lists, and contact records.</li><li>Support communication strategies that enhance Department visibility and engagement with internal and external stakeholders.</li></ul><p><strong>Research, Assessment & Impact Data Support (10%)</strong></p><ul><li>Support research and evaluation processes related to Department initiatives and grants.</li><li>Track, monitor, and report data related to website analytics, program evaluations, surveys, enrollment, and grant outcomes.</li><li>Schedule site visits and observations; prepare invoices and manage budget-related documentation tied to research and evaluation activities.</li></ul>
