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Operations Assistant

Posted on Apr 12, 2021 by The Mat West Company

Van Nuys, CA 91388
Real Estate
Immediate Start
Annual Salary

Operations Assistant for a Commercial Real Estate Firm


A fast paced, commercial real estate firm is seeking an Operations Assistant for an immediate job opening. This is an excellent learning opportunity as you will be exposed to the many facets of our company. Candidates shall be expected to perform the following duties and responsibilities, in the following departments:

  • Construction Projects, Field Service (Our In-House Maintenance Crew) and Property Management

  • Draft vendor and contractor agreements, purchase orders and owner proposals

  • Bid out to vendors and contractors, draft a comparison breakdown, analyze and then follow up with them to ensure all bids are like for like

  • Coordinate and follow up with vendors and our Field Service in regards to any new maintenance items at our various properties until their completion

  • Review our Field Service daily time cards and monthly labor billings for miscoding and inefficiencies

  • Information Technology (IT)

  • Troubleshoot and fix minor IT issues

  • Coordinate with our external IT and phone consultants to resolve complex IT issues

  • Setup new computers

  • Set up new emails, phones and computers

  • Maintain all existing computers, copy machines, printers, phones and other equipment

  • Vehicle Maintenance

  • Maintain a fleet of 10 vehicles and ensure, at all times, each of them are clean, filled with gas, registrations and insurances are current, as well as, all satellite radio subscriptions,

  • Coordinate all vehicle services and repairs, as well as, all car washes, and verify all the work was completed properly

  • Administration

  • Draft and complete requisition orders for any outstanding charges or bills

  • Follow up with vendors to request any missing paperwork or dispute a charge

  • Operations

  • Assist in preparing the annual budget

  • Draft weekly management meeting minutes

  • Maintain an online ticketing software that tracks any outstanding issues and follow up with employees and vendors to ensure each ticket is properly resolved in a timely manner

  • Special Projects

  • Assist in providing analysis for the purchase of additional real estate

  • Assist in monthly and annual special projects

Candidates that meet all of the following criteria shall be strongly considered:

  • Quick learner with an analytical mind to ensure nothing is forgotten;

  • Perceive every problem as an opportunity to learn and through its resolution, note how best to prevent the problem from happening in the future and/or addressing it in a more timely manner;

  • A team player that is able to undertake new responsibilities without hesitation and motivated enough to learn new things and expand their capability;

  • Well organized with a high attention to detail and consistency;

  • An ability to communicate in a professional manner, be positive and team oriented;

  • Adept time management skills, able to prioritize multiple tasks and set and meet time goals

  • Excellent written skills - Must have experience reviewing and proofing business and legal correspondences, contracts and other related documentation; and

  • Expertly manipulate and format documents in Microsoft Word and Excel.

  • Bachelor's or Associate's degree;

Preferred candidates will have career experience working in commercial construction, information technology and/or other drafting legal documents.

Don't miss out on working for an established, yet growing, real estate firm. If interested, please submit your cover letter and resume, attn: Human Resources Coordinator.


Salary starting from $37,500 - 40,000 doe; benefits include medical and dental insurance, and 401k retirement plan matching. Candidates should expect a management position once they have proven themselves in both their performance and longevity.

Job Type: Full-time

Pay: $37,500.00 - $40,000.00 per year

Reference: 1162904144

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