We are adding to our team!

Sares Regis Group of Newport Beach, California, is a privately held real estate development, investment and management firm that focuses on commercial properties and multifamily communities in the western U.S. Since its founding in 1993, SRG has developed and acquired more than $7 billion in commercial and residential assets. The company manages a combined portfolio of approximately 25 million square feet of office and industrial space and 30,000 apartment units.

OPPORTUNITY: PROPERTY MANAGEMENT OPERATIONS COORDINATOR – Newport Beach, CA

**Hybrid in the office Monday, Tuesday and Thursday with flexibility to change schedule as needed**

Job Summary:

The Property Management Operations Coordinator provides administrative support to the Vice President, Regional Managers and Operations Manager of the multifamily division. Becoming the “right hand” of those they support, the Operations Coordinator takes away as many tasks as possible in order to ensure efficiency and productivity. This position is responsible for many support functions including conducting research, preparing statistical reports, handling information requests with discretion and confidentiality. In addition, performing clerical functions such as preparing correspondence, receiving visitors, coordinating and arranging virtual and in-person meetings, coordinating schedules, arranging travel and ensuring timely processing of expenses. This position will collaborate and work closely with Office Services and other administrative team members. This position may also train and supervise lower-level clerical staff.

Essential Duties & Responsibilities:

Multifamily Administration

• Handles all administrative tasks and clerical duties to ensure smooth operation of the Multifamily Operations leadership team.
• Prepares Monthly Owner Reports with efficiency and first-time quality.
• Composes spreadsheets, presentation materials, and internal/external correspondence.
• Conduct research, compile data, and prepare reports or papers for consideration and presentation by executives.

Meeting and Schedule Coordination

• Acts as a gatekeeper for Multifamily Operations leadership team by maintaining calendars and schedules, and answering phone calls, directing calls to the appropriate person or taking clear and complete messages.
• Prepares meeting agendas and coordinates meeting logistics for virtual and in-person meetings. Such as dial-in numbers, virtual conference links (Microsoft Teams, Zoom, etc), coordinating catering for lunches, greeting guests and visitors, and ensuring meetings start on time.
• Makes travel arrangements including flights, hotels and transportation as well as processes expense reimbursements associated with travel in a timely manner.
• Attend meetings to record meetings, if necessary.

Office Duties

• Team communication – keep the team up-to-date and informed.
• Open, sort and distribute incoming correspondence, including email, mail, packages and faxes.
• Perform general office duties such as ordering supplies, maintaining records and personnel matters.
• Maintains and organizes filing system, correspondence and other records (in paper and electronic, as required).

Education and Experience:

• 3 – 5 years of related administrative support experience and Associate’s degree from accredited institution, or equivalent combination of education and experience.

Other Qualifications:

• Outlook Email, Calendar and Contact systems experience.
• Microsoft Excel and Word experience.
• Advanced experience supporting multiple executives on administrative and clerical tasks.
• Works in a fast-paced environment where you can quickly adapt to new circumstances or juggle multiple daily tasks and deadlines.
• Time management skills to organize and plan how to allocate your time between different tasks and activities.
• Able to identify, plan and implement key projects to improve quality, increase productivity and improve cycle time by reducing wasted time, resulting in significant business & customer improvement.
• Expert experience in organization and administration of complex, multi-layered department.

Hourly range is $34.00 - $37.50 (non-exempt). We offer a competitive compensation package that includes a 401(K) match, rental incentive and renewal compensation, bonuses, and rental discounts depending on location. Regular full-time employees who work between 30-40 hours a week are eligible for medical, dental, vision, other voluntary benefits and vacation accrual, Sick time accrual is provided in accordance with law.

Administrative Assistant

Executive Assistant