• Office Services Assistant

    Location US-CA-San Mateo
    Posted Date 3 weeks ago(6/27/2018 3:43 PM)
    Job ID
    2018-4136
    Property Name
    The Home Office
    Category
    Administrative - Assistant
  • Position Purpose

    The Office Services Assistant performs a variety of duties related to the day-to-day operations of the corporate office. This individual is responsible for the cleanliness, physical appearance, inventory stocking and general upkeep of the offices. In addition, this position is expected to assist in mailroom responsibilities and light maintenance including, but not limited to, minor repairs, furniture installation/adjustments and monitoring of common area lighting. This position also provides support as coverage for the receptionist as needed. This individual reports directly to the Office Services Manager. This position has a bonus potential of 4%-6%.

    Essential Functions

    ESSENTIAL FUNCTIONS

    AVERAGE % OF TIME

     

    35%   

    Office Maintenance and Support – Organize copy rooms and inventory keeping kitchen stocked at all times; Assist in setting up and cleaning up weekly breakfast; Proactively making suggestions with regard to cleaning/organizing/office improvements in various common areas at the corporate office, copy rooms, printers, storage rooms, training rooms, kitchens, empty dishwasher; etc.; Perform minor repairs such as, but not limited to, cubicle and office furniture installations/adjustments and maintenance of common area lighting; Serve as backup for Office Services Manager on consistently keeping all areas of the office clean and tidy: including kitchens, main office space, conference rooms, and meeting rooms.

    30%

    Mailroom Responsibilities & Office Supplies Responsibilities – Maintain/organize mailroom; Sort incoming mail for distribution and prepare outgoing mail; Perform all shipping and receiving related duties; Participate in shipping/receiving account activities

     

    Distribute all ordered office products; Ensure all orders are billed in a timely manner; Maintain billing related information: packaging slips, invoice collecting and matching and provide to reception for processing; Serve as backup for processing invoices. 

    20%

    Primary Reception Backup – Serve as coverage for the Corporate Receptionist’s breaks, lunch, vacation, and as needed.

    15%   

    Upholding Standards - Perform additional duties and handle projects as assigned by the Office Services Manager; Achieve regular attendance in conformity with standards; Comply fully with all Prometheus Real Estate Group rules and regulations for the safe and effective operation of the Prometheus Real Estate Group’s facilities; Additional tasks as may be assigned from time to time by the Principal or others at the Principal’s direction; Occasional travel will be required based upon the property’s needs.

    Required Qualifications, Skills, And Experience

    The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

     

    • High school diploma or general education degree (GED). Associate’s degree preferred

     

    • A background in Real Estate or Property Management is preferred

     

    • Ability to read and interpret documents such as safety rules, operating instructions and procedure manuals and write routine reports and correspondence

     

    • Must be able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram for

     

    • Ability to read, analyze and interpret complex documents.

     

    • Effectively present information and respond to questions from groups of managers, clients, residents, and the general public.

     

    • Must possess basic computational skills; add, subtract, divide, and multiply. Must have the ability to compute rate, discounts, interest, and commissions.  Must be able to prepare and analyze data figures and transcriptions generated by a computer

     

    • Computer proficient in Windows, MS Office, Word, Excel, Outlook, OneSite and the Internet. Ability to type 25+ wpm.

     

    • Ability to apply common sense understanding to carry out instructions furnished in written or oral form. Ability to deal with problems involving several concrete variables in standardized situations

     

    • Ability to interpret a variety of instructions furnished in written, oral diagram, or scheduled form.

     

    • Ability to speak, communicate, read, write and understand the primary languages used in the workplace including, but not limited to, English in order to maintain safety in the workplace and serve internal and external customers.

     

    • Ability to focus and maintain attention to performance of tasks and to work and complete assignments on time despite frequent stressful, emergency, critical or unusual interruptions.

    Cultural Requirements

    • Communicator: possesses strong communication skills and enjoys working with internal and external customers.

    • Team-Oriented: embracing our vision of home 360˚.

    • Entrepreneurial: thrives in a fast-paced, changing environment and is excited by the chance to play a large role.

    • Passionate: must be passionate about the business; have the desire to perform every day without needing external motivation.

    • Self-motivated: work with a minimum of supervision and be capable of strategically prioritizing multiple tasks in a pro-active manner.

    • Creative: must be able to see new opportunities that are not apparent to others.

    • Brand Ambassador: must be an ambassador of the Prometheus look; have the ability to create a unique Prometheus experience for all guests.

    • Principled: must be ethical; have the utmost integrity and set a positive example for others to emulate. Embraces our vision to become "Prometheus: I AM HOME."

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