Job Description

Role Summary  

Support the executive team to ensure office administration and property operations are running smoothly through rigorous calendar management, vendor coordination, financial administration, and follow-through on critical processes. Managing returns and orders,

This role’s primary function will be to provide oversight of the administrative tasks associated with Monarq’s continued management of the assets owned by the MAWDT. The second priority of the role will be to provide administrative and managerial assistance for various projects occurring within the portfolio.

Core Responsibilities  

Daily  

• Triage inboxes; route, respond, or escalate at service level.
• Collect and process office mail. Deposit any approved remote deposits. 
• Support executives with ad-hoc tasks (e.g., onsite vendor coordination, document retrieval, form completion).
• Schedule meetings for leadership; record meeting minutes; update project schedules, tracking deliverables.
• Maintain electronic and paper file systems for up to 3-5 projects at a time.
• Maintaining office environment and supplies. (snacks, beverages, printing supplies, miscellaneous) 

Weekly  

• Weekly meeting with Asset manager to review ongoing tasks and weekly objectives / initiatives.
• Run brief twice-weekly executive stand-ups using the standard template; track and drive follow-ups from the stand-up sheet.
• Participate in property/asset management syncs; surface issues/risks and coordinate support.
• Liaison between Marketing Team, Brokers, and other stakeholders.

Monthly  

• Schedule office cleaning on a bi-weekly basis. 
• Bi-monthly meeting with leadership
• By defined business-day deadlines: compile and transmit required document packets; reconcile and identify appropriate GL/asset class for all corporate card transactions; book a brief clarification session with the executive for exceptions.
• Credit Card Expense Management

Quarterly  

• Support Asset Manager with budget reconciliation and Bank reporting requirements.

Yearly:  

• Support Asset Manager with any property tax tasks, such as compiling and scheduling for payment 
• Business License Taxes
• SOI good standing w/ CA SOS

Additional Accountabilities  

Vendor & Stakeholder Management  

• Maintain vendor roster, schedule site visits, verify completion, and approve within authority limits.
• Serve as a point of contact between executives, property teams, and external partners.

Characteristics  

• Meetings start on time with agendas, notes, and closed action items. 
• Zero missed financial deadlines; clean monthly reconciliations. 
• Vendor work delivered on schedule and within budget. 
• SOP compliance documented and auditable. 

Required Qualifications  

Education Level Required  

• Undergraduate Degree (4 years or equivalent) in Business Management, Real Estate, Construction, Architecture, or adjacent field.

Experience  

• minimum 2-5 years of experience supporting executives or office management in the real estate or construction industry. 
• Exposure to accounting, accounts payable, contract management, budget and schedule maintenance.
• Being able to balance priorities and meet deadlines.

Job Competencies  

• Broad exposure to commercial real estate industry, and the operation of various commercial assets.
• Experience reviewing, processing, and managing vendor contracts. 
• Literacy in financial analysis, understanding substantial inputs and outputs within the real estate business model.
• Excellent analytical, time management, and organizational skills and the capacity to integrate diverse objectives with a high level of accuracy and attention to detail. 
• Exceptional in-person, virtual, and written communication skills and an ability to positively interact and influence management and other key stakeholders. 
• Strong collaboration, trust-building, and interpersonal skills. 
• Strong problem-solving skills and ability to identify risks, raising appropriately to management. 
• Willingness to periodically drive to property sites to manage vendors and address issues. 
• Physical demands (ADA): No unusual physical exertion is involved. 

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