Administrative Assistant

Job Description

Summary

The Administrative Assistant provides daily support across various administrative and operational functions within the property management division. Full-time duties and responsibilities include reporting and tracking data, managing calendars, submitting expense reports, assisting with onboarding, managing vendor insurance, processing invoices, and entering & reviewing commissions. The position works closely with the Westhome leadership team and is required to be onsite at the Century City office.

Essential Duties and Responsibilities include the following but are not limited to :

Reporting & Tracking :

• Assist in the preparation of regular reports related to property management operations, including monthly and quarterly summaries, site visit reports, and contract compliance.
• Ensure the timely completion and accuracy of monthly reports, including tracking Month-End completions and P-Score completions.
• Prepare and maintain weekly tracking of Monday.com’s Weekly Reports and Daily Activity Reports (DAR).
• Manage site visit reports in Leonardo, ensuring timely uploads and document organization. Track and communicate any missing or incomplete reports to Director of Operations monthly.
• Track and update key performance metrics, including P-Card expenses, commissions, and renewal workbooks.
• Manage and track the P-Card expenses for the leadership team, ensuring all transactions are appropriately documented and reconciled.
• Prepare and submit accurate expense reports for reimbursement.
• Maintain a tracking system for vendor insurance certificates (COIs), ensuring all COIs are up to date and compliant. Handle coordination with vendors for updated COIs and properly file and organize all insurance documentation.
• Assist in the coordination and tracking of property contracts and ensure they are up to date and filed correctly.

Calendar & Due Date Management :

Invoice Management :

Onboarding & Software Requests :

Commission Review & Entry :

Other duties, as assigned.

Competencies and Skills

Qualifications

Physical Requirements and Working Conditions

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

EQUAL OPPORTUNITY EMPLOYER

Westhome is an equal opportunity employer to all, regardless of age, ancestry, color, disability, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.