Administrative Assistant jobs at Firstservice Residential California, Inc. - 21 jobs

Executive Personal Assistant to HNW Entrepreneurial Principals, Investment Firm, Houston Texas, Local Remote A highly successful HNW entrepreneurial couple, 1 in the P/E space and the other in design is looking for an Executive Personal Assistant to provide seamless administrative support, personal and professional as a true “right hand”. The ideal candidate has at least 5 years of experience supporting a HNW principal, preferably in the investment/ finance space or hospitality and has a “high touch” service- oriented mentality. This role will encompass a wide range of responsibilities that are essential for ensuring the principal's lives run as smoothly as possible, taking as much off their plate to focus on their businesses and family. This is a local remote position with the ability to meet occasionally as needed at their home or other venue to make sure all projects for the business or home are running smoothly as well as run needed errands. About the Job: Support the principals with all day-to-day matters including personal/professional calendar management, scheduling meeting and making sure they are fully aware of the children's, schedules and activities Anticipate the needs of the principals and liaise with key stakeholders in their businesses Organize and manage personal, domestic/international travel arrangements including detailed itineraries. Provide a broad range of administrative support for the home; Handle property management issues, repairs, renovation projects, payroll; run errands, manage cars and insurance Plan dinners/events, personal and professional Handle correspondence, including emails, letters, prioritizing and responding on behalf of the principals Expense reporting Assist with ad hoc projects. 1099 Contract Base Salary, Discretionary Bonus, Healthcare Stipend About You: At least 5 years of experience as an Executive Personal Assistant supporting a high- level executive or HNW principals, preferably in the finance space/P/E space Bachelor's Degree Has a creative mindset to solve problems independently with diplomacy and thoughtful analysis. Has the maturity to work remotely with proven success High level of integrity and discretion in handling all confidential information; high emotional and intellectual intelligence Excellent Microsoft Office skills; Tech savvy and interested in keeping up with new technology, particularly AI to improve processes in the home as well as with their business ventures Excellent written and verbal communication skills A warm engaging personality with a positive “can do” attitude and a “high touch” service mentality.

McGuireWoods is seeking to hire an Executive Assistant to the Office of General Counsel in our Charlotte, NC office. The Executive Assistant to the Office of General Counsel provides high-level administrative support managing confidential information, correspondence, calendars, travel, and communications. This role requires strong organizational, planning, and multitasking skills, the ability to exercise independent judgment when necessary, and proficiency with Microsoft Office and firm systems. The Executive Assistant serves as a key point of contact within the firm, demonstrating professionalism, discretion, and the ability to collaborate effectively across all levels of the organization[IM1] . This position is reserved for those who support two or more Directors and/or Chiefs or a combination of Managing Partner, Partner/Chairman, Executive Director. McGuireWoods, one of the world's leading law firms, has provided legal solutions to corporate, individual and nonprofit clients since 1834. Along with excellent benefits, McGuireWoods offers most employees a hybrid remote option allowing flexibility and work-life balance. Our Applicant Disclosures describe your rights. Our Privacy Statement describes how we will process and safeguard your personal data. Responsibilities Exhibit the Firm's core values of Excellence, Client Service, Integrity, Collegiality, Diversity and Inclusion, and Community. Maintain inviolate the confidentiality of firm, personnel, Office of General Counsel, and client information. Manage and maintain confidential information, both in electronic and paper formats. Think clearly, respond positively, evaluate situations to determine appropriate action, multi-task and act decisively under pressure. Work with individual executives to identify ways to help increase their efficiency and effectiveness. Prepare, edit and transmit correspondence, draft contracts, communications, presentations, and other documents as directed. Manage and maintain firm documents/files. Manage and maintain calendar by planning and scheduling meetings, conferences and teleconferences; assist in meeting deadlines. Make travel and guest arrangements; prepare expense reports on a timely basis. Open, sort, prioritize and distribute mail. Take meeting notes/minutes, transcribe and distribute as necessary. Answer telephone, direct calls or inquiries to appropriate personnel; take messages. Ensure messages are routed appropriately to the individual executive when traveling. Maintain and demonstrate proficiency in the use of firm-issued equipment and firm-required software packages. Assume responsibility for all assignments with specific attention to detail and proofreading. Provide back-up assistance and/or coverage for other Executive Assistants in the office. Qualifications Two or four-year college degree preferred, and a minimum of 5 years related experience and/or training; or equivalent combination of education and experience required. Professional demeanor and excellent written and verbal communication skills. Ability to learn and stay current on detailed knowledge of firm structure and administrative processes, firm management committees and individuals serving on those committees. Must be able to maintain confidence and interact effectively with all levels within the firm (legal and administrative). Ability to think clearly, react positively and evaluate situations to determine appropriate action and act decisively under pressure. Demonstrated ability to make effective decisions independently as needed Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and able to learn new systems and technologies, including document management tools. Ability to work overtime as needed. Have more questions? Connect with a recruiter directly. #LI-ER1 #MW2

McGuireWoods LLP has an opening for a Practice Administrative Assistant in our Richmond, VA office. This position supports Practice Assistants with a variety of administrative tasks. The ideal candidate takes initiative and demonstrates strong organizational skills. Administrative experience, specifically in a legal environment, is preferred. McGuireWoods, one of the world's leading law firms, has provided legal solutions to corporate, individual and nonprofit clients since 1834. Along with excellent benefits, McGuireWoods offers most employees a hybrid remote option allowing flexibility and work-life balance. Our Applicant Disclosures describe your rights. Our Privacy Statement describes how we will process and safeguard your personal data. Responsibilities Making copies of documents for service; preparing envelopes and/or labels for said service. Preparing material for overnight/mail service, deliveries, and courthouse filings where appropriate. Arranging for payment of case related invoices and attorney expense reports via Chrome River. Making travel arrangements as required. Entering attorneys' time into time management system as requested. Performing other administrative tasks and special projects as requested. Preparing FedEx transmittals. Arrange messenger services for same day deliveries. Calendaring internal and/or external meetings for attorneys. Search and review Worksite electron files for specific requests; circulate to appropriate parties per instructions. Qualifications Requires high school diploma or GED or an equivalent combination of education and experience. Must have 2 or more years of office experience. Must be proficient with Microsoft products, such as Word, Outlook, Office and document management software; must be highly proficient in Excel. Preferred experience billing software (Elite), and expense reimbursement software (ChromeRiver). Must be highly organized, proactive, tech-savvy, able to work under pressure, and be a self-starter. Must have strong attention to detail, possess proofreading skills, ability to effectively manage relationships and work as a part of a team. Have more questions? Connect with a recruiter directly. #LI-MM1

Job DescriptionDescription: Job Summary/Mohr Intro. Mohr Partners, Inc. is looking for a qualified individual to join our Lease Accounting team. The ideal candidate should be prepared to work in a fast-paced collaborative environment while managing the full scope of administrative services for our clients. Essential Functions Abstract & review client leasing details and will gain visibility to client deliverables driving key initiatives for the client Understand the basics of Lease Administration and will be a key player in ensuring accuracy and management of client leasing management Ensure accurate reporting and reconciliation of information, and foster critical relationships between various individuals, teams, and our clients Be responsible for the full scope of Lease Administration abstraction services including: Coordination of abstractions from transition team Coordination of abstractions required from regional teams Project assignment and tracking of QC process Client/vendor/landlord relationship management Review CAM and other escalations & real estate tax invoices Review data entry, validation, and management of lease documents Review rent variance analysis and rent payment processing Review Subtenant account management, and billing/collections of third-party tenant rents Management of project abstraction services Continuous monitoring, tracking, and reporting of critical dates to client. Financial analysis and volume trends Partnership with outsource providers Invoice preparation Streamlining current process and driving efficiencies Approach client and key stakeholder interactions with a Customer First Mindset Support, exposure, and leadership of other special projects as assigned by manager Ensure date integrity Set-up and maintain reminders for portfolios. Identify potential conflicts in lease or other high-risk item; provide feedback and suggestions on lease language. Create and conduct audit/year-end reconciliation functions along with tracking savings. Reconcile invoices and resolve billing discrepancies; and identify any potential savings or discrepancies. Review leases relative to pertinent lease information including free rent, prepaid rent, security deposits, etc. Generate and distribute monthly, quarterly and/or annual client reports, ad hoc reports and conduct research related to client requests for information. Establish and maintain relationships with both internal/external clients. Assist in new client set-ups (when needed). Review abstracts prepared by other team members. Review and process the monthly rent files for client. Provide guidance and training to Portfolio Administrators. Review client estoppels and provide comments on issues or errors (if applicable). Assist in additional department related projects as requested. Accountable for delivery of projects against expectations, including on-budget and to outlined/agreed upon specifications Keep on top of tasks and will remain agile, as you'll often need to reorganize your time day to day, to deal with your team's changing necessities and requests. Other duties as assigned. Education & Experience Qualifications: Any Graduation Years of Experience: 5 - 8 Years Visual Lease, Pro Lease, Lease Accelerator and/or Co-Star experience preferred Proficient with Microsoft Office Suite (Word, Excel, Power Point) Certificates and/or Licenses n/a Other Skills & Abilities Excellent written and verbal communication skills. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable and courteous service to customers. Ability to effectively present information. Ability to work independently and within a team to build relationships and interact effectively with business partners and clients. Ability to multi-task, work successfully under pressure, and effectively prioritize and manage time and workload. Understanding of and commitment to client services. Willingness to take on new challenges, responsibilities, and assignments. A desire to work within a diverse, collaborative, and driven professional environment. Physical Requirements Involves work of a general office nature Typically includes extended periods of sitting and/or operation of a computer for up to 8 hours a day and may involve periods of standing, such as operating at a copier/fax/scanner Regularly required to talk, hear, and use hands and fingers to write and type Ability to speak clearly so others can understand you Ability to read and understand information and ideas presented orally and in writing Ability to communicate information and ideas in writing and orally so others will understand Regularly required to utilize vision abilities, allowing reading of printed material, graphics, and computer displays As an MBE with a full inclusion culture, Mohr Partners Inc. is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status. Requirements: Must have experience with Airport Leases

Registered Assistant - Financial Planning Firm Heritage Financial Consultants, a successful wealth management and financial planning firm, has an exciting opportunity for someone to join one of the partner's teams in the Sarasota, FL Office. The goal is for the candidate to quickly become an integral member of the team, overseeing processes and systems while serving as the first line of client support to ensure consistent, high-quality client experience in every category. Key Responsibilities: Streamline & execute new business processing activities Schedule, track & update client implementations Generate client reports in Excel, PowerPoint and Word, where appropriate Overview of client needs Coordinate client action items among self and team members Practice oversight Client communication and oversight Utilize appropriate account opening and CRM software systems Contribute and oversee client meeting preparation This non-selling position is full-time, offers flexibility for partial remote work after one year, is compensated with a competitive base salary, and will be eligible for a bonus structure with attractive overall benefits package as described below. The role will also cover costs for education pursuing defined industry related licenses and/or designations, where beneficial to the position. Requirements Bachelor's Degree preferred Someone who wants to expand knowledge in the financial planning field Licensed preferred - Series 6 or 7, and life insurance. Minimum of 1-2 years relevant in-depth experience in a professional industry related work environment Must have client service experience Strong attention to detail Highly organized and great coordination skills Proficiency with Microsoft Word, Excel, Power Point Excellent communication and writing skills Ability to meet deadlines Benefits About Heritage Heritage Financial Consultants has over $10.5 billion in client invested assets (as of 12/31/2024) and provides customized financial planning to meet the needs of families, individuals, and businesses. Founded in 1999, Heritage has 13 offices across Maryland, New Jersey, Delaware, Virginia, Indiana, Ohio, and Florida and is consistently recognized for being a top financial planning firm and workplace in the Baltimore area where the organization is headquartered. Heritage Financial Consultants was named a “Top Workplace” by the Baltimore Sun Media Group on 12/7/2023 for the year 20231. The firm has received this recognition 6 times, in 2017, 2018, 2019, 2020, 2022, and 2023. In 2024 Heritage Financial Consultants was also named a "Largest Wealth Management Firm2" in the Greater Baltimore Area, ranked as one of the “Fastest Growing Companies in the Baltimore Region3” and in the “Top 100 Private Companies in Greater Baltimore4” by the Baltimore Business Journal. Heritage has also been named a “5-Star Wealth Management5” Team by InvestmentNews in 2025. For more information please visit: ***************************

Job Type: Full-Time Make a Difference-And Own Your Future Join Wallick Communities, a 100% employee-owned company with over 55 years of experience in providing affordable housing and assisted living for families and seniors across the Midwest. With 1,000+ associates and a mission to open doors to homes, opportunity, and hope, we take pride in fostering a supportive and collaborative work environment where every employee-owner plays a vital role. A Career with Wallick Means. . . Creating Homes for People Who Need It Most : Providing new beginnings for residents seeking affordable, safe and high-quality housing where they can thrive. Pay-on-Demand: access your money as you earn it. Exceptional Benefit Package : Health, dental, vision insurance effective within 2 weeks of starting your new job, paid time off, gym membership reimbursement, paid parental leave, 401K, and more! Work-Life Balance: Paid time off, including paid parental leave. Pay-on-Demand: access your money as you earn it. Learning & Support : A supportive team that cares about your continued development, well-being and professional growth. Resident Stories That Stay with You : From Henry, who moved into his first-ever home, to Jaci, whose stay at a Wallick community allowed her to achieve homeownership and graduate college, kickstarting her dream career. Work-Life Balance: Paid time off, including paid parental leave. Career Growth: Tuition reimbursement, training, professional development, and advancement opportunities within a company that invests in its people. Employee Owned, Resident Focused : As a 100% employee-owned company, your daily work (supporting our residents) also contributes to your financial future by sharing in our profitability. What You'll Do: Manage and maintain executive schedules, including scheduling meetings, appointments and travel arrangements. Coordinate and organize meetings, including preparing agendas, taking minutes, and ensuring follow-up on action items. Prepare and edit correspondence, presentations, and reports. Screen and prioritize incoming communications, including emails, phone calls and mail, and respond appropriately. Addresses resident and vendor complaints with discretion and professionalism. Act as a liaison between the executive team and internal departments, external partners, and clients. Provide general administrative support, including filing, photocopying, and managing office mail distribution. What We're Looking For: Associate degree or equivalent experience. Proven experience as an executive assistant or similar role, preferably supporting C-Suite executives. Excellent communication and interpersonal skills, with the ability to interact professionally with individuals at all levels. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. High level of discretion and confidentiality. Flexibility and adaptability to changing priorities and deadlines. Wallick's Mission & Values At Wallick Communities, we believe in opening doors to homes, opportunity , and hope for our residents, associates, and community. Our core values guide everything we do: Care - We show compassion and respect for everyone. Character - We do the right thing, even when no one is looking. Collaboration - We work together to achieve more. At Wallick, we celebrate Diversity, Equity, Inclusion + Belonging (DEI+B) in our workplace and communities, creating an environment where associates feel welcome, respected, and empowered to bring their authentic selves to the great work they do every day. For nearly 60 years, it has been at the core of our organization's culture that all Wallick associates come to a safe and inclusive place to work. Wallick does not discriminate based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors. Join Us and Become an Employee-Owner! If you're ready to make a difference in people's lives while securing your financial future, apply today! Candidates must successfully pass a pre-employment drug screen and physical (completed by our Nurse Practitioner) and background check.

Job Description Royal Star Realty Inc. is seeking a highly organized and reliable Remote Administrative Assistant to support daily operations and assist our real estate team. This role is ideal for someone who is detail-oriented, professional, and comfortable managing multiple tasks while working from home. Responsibilities Provide administrative support to management and real estate agents Manage emails, phone calls, and internal communications Schedule appointments, meetings, and follow-ups Prepare, organize, and maintain digital documents and records Perform data entry and basic reporting tasks Assist with client inquiries and route requests appropriately Maintain confidentiality and professionalism at all times Qualifications High school diploma or equivalent Previous administrative or office support experience preferred Strong written and verbal communication skills Proficiency with Microsoft Office or Google Workspace Excellent organizational and time-management skills Ability to work independently in a remote environment Reliable internet connection and quiet workspace Preferred Experience in real estate, property management, or office administration Strong multitasking and problem-solving skills Job Details Job Type: Full-Time or Part-Time Work Location: Remote (Work from Home) Schedule: Flexible shifts available Why Join Us 100% remote position Training and ongoing support Supportive and professional team Opportunity for long-term growth

McGuireWoods LLP is seeking a Legal Practice Assistant to support our Seattle area attorneys. The ideal candidate will have a strong background supporting a litigation practice and proven experience handling a high volume of time-sensitive tasks with accuracy and efficiency. This role requires a proactive, team-oriented professional who is dedicated to providing exceptional client service. McGuireWoods, one of the world's leading law firms, has provided legal solutions to corporate, individual and nonprofit clients since 1834. Along with excellent benefits, McGuireWoods offers most employees a hybrid remote option allowing flexibility and work-life balance. Our Applicant Disclosures describe your rights. Our Privacy Statement describes how we will process and safeguard your personal data. Responsibilities Prepare exhibits, hearing binders, document productions, and schedule depositions. Handle mailings, deliveries, copying, and legal/court filings (paper and electronic) as needed. Respond to client inquiries promptly, addressing document revisions, scanning, file naming, photocopying, and other requests (billable and non-billable). Support new business intake, including conflict checks, drafting file opening requests, and preparing engagement letters. Maintain organized physical and electronic file systems, including intake, retention, retrieval, and closure per Records Department procedures. Draft, edit, and format legal documents and correspondence; generate document comparison reports. Manage attorney calendars, emails, phone calls, mail, and make travel arrangements. Enter and verify attorney time entries in the time management system accurately. Qualifications 5+ years of litigation experience in a legal environment. Notary Public preferred. Must have prior experience with e-filing in both state and federal courts. Proven ability to thrive in high-pressure, deadline-driven settings while managing multiple tasks. Strong interpersonal skills and a professional demeanor. Proficient in Microsoft Office with advanced word processing and proofreading skills. Highly organized, with excellent planning abilities and adaptability to changing priorities. Have more questions? Connect with a recruiter directly.

Who: A fast-moving company supporting busy hiring managers and department leads. What: We're hiring flexible virtual assistants to support a range of business functions including admin, finance, HR, and operations. When: Hiring immediately to meet growing demand. Where: Fully remote with U.S.-based time zone coverage preferred. Why: Our teams are overwhelmed with back-office responsibilities and need dependable support across multiple departments. Office Environment: 100% remote, fast-paced, with autonomy and clear task-based expectations. Salary: depending on skillset and experience. Position Overview: We're seeking adaptable and skilled Virtual Assistants to provide behind-the-scenes support across various departments. Depending on your background and strengths, you'll be matched to projects in HR, accounting, recruiting, operations, or admin. This is a great opportunity for someone who enjoys variety, autonomy, and making a measurable impact. Key Responsibilities: Tasks may vary depending on business needs and your area of expertise: Administrative Support: Email and calendar management, travel coordination, meeting prep Finance & Accounting: Light bookkeeping, invoicing, AP/AR support, expense reports HR & Recruiting: Scheduling interviews, onboarding assistance, applicant tracking Medical Support: Insurance verification, medical billing support (if experienced) Operations: Document management, SOP creation, vendor coordination, data entry Qualifications: 2+ years of professional administrative, operations, or support experience Background in one or more of the following: accounting, HR, recruiting, billing, executive assistance Excellent communication and organizational skills High level of discretion and professionalism Tech-savvy: Comfortable with tools like G Suite, QuickBooks, Slack, Zoom, and applicant tracking systems Ability to learn quickly, manage deadlines, and work independently If you're interested in learning more about this opportunity or would like to discuss your qualifications, please apply now.

About Us We provide industry-leading, end-to-end fire protection, mechanical, and HVAC services. Our skilled tradespeople work in virtually every market across the nation. S.A. Comunale is seeking an Administrative Assistant to support out Big Box Department to Provide administrative support to the Big Box Division and Sprinkler Sales Representatives. Duties include weekly payroll data entry, general clerical, reports and project-based work. Project a professional company image through in-person and phone interaction. S.A. Comunale has been a local industry leader for end-to-end mechanical, fire protection and HVAC services for nearly 100 years. We offer our clients significant financial strength, unmatched bonding capability, an award-winning safety program, and large-scale purchasing power. With 16 locations and over 1,450 employees, including 850 skilled tradesmen throughout Ohio, Pennsylvania, New Jersey, Kentucky, Maryland, and West Virginia, S.A. Comunale can work in virtually every market sector and facility type. Essential Duties & Responsibilities Include the following. Other duties may be assigned. Assisting Sprinkler Sales Representative with daily tasks. Assist VP of Warehouse & Distribution with any projects and daily tasks. Collect payroll hours from field fitters on a daily basis. Follow up with fitters when hours have not been submitted. Assist Big Box office staff with day-to-day duties and any special projects. Train with the Project Coordinator to be able to assist with those job duties as needed. Attend any necessary meetings. Qualifications High School Diploma or GED is required. 2+ years of administrative experience is required. Previous experience in a construction field is a plus. Experience in Access is a plus. Significant knowledge of Microsoft Office Software (i.e. Word, PowerPoint, and particularly Excel) is required. Knowledge of general office machines and telephone systems is required. Equal Opportunity Employer As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled Notice to Prospective Employees Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process - it is probably fraudulent.

About the Role (Remote, Contract) We're seeking a highly organized and detail-oriented Real Estate Virtual Assistant to support our property acquisition, marketing, and management operations. The ideal candidate will have hands-on experience with CRM systems (preferably Pipedrive) and be skilled in organizing, updating, and maintaining a comprehensive real estate property database. You'll play a key role in keeping our real estate pipeline up to date, ensuring data accuracy, and assisting with administrative and marketing tasks to help streamline business operations. Key Responsibilities Manage and update property and client data in Pipedrive CRM (or similar platforms). Create, organize, and maintain a database of real estate properties - including property details, owner information, deal status, and notes. Track leads, prospects, and follow-up activities within the CRM. Assist in data entry, property research, and record management. Coordinate and schedule appointments, calls, or property inspections as needed. Generate and manage property lists, reports, and summaries for internal use. Support marketing efforts by maintaining accurate property and contact data for email campaigns or listings. Communicate with team members to ensure all property and client information is current and complete. Qualifications Experience with CRMs - Pipedrive experience strongly preferred. Strong understanding of real estate databases, property records, or lead management systems. Excellent data entry accuracy and attention to detail. Ability to prioritize, organize, and manage multiple tasks efficiently. Proficient in Google Workspace or Microsoft Office Suite. Strong written and verbal communication skills. Previous experience as a Real Estate Assistant, Transaction Coordinator, or CRM Administrator is a plus. Preferred Skills Familiarity with real estate processes, property sourcing, or real estate marketing. Basic understanding of real estate investment terminology. Experience using spreadsheets or data management tools for property tracking. This is a remote position. About Us Pelican Realty Capital is a full-service commercial real estate capital markets and advisory firm specializing in debt placement, equity structuring, and investment sales. With over $5 billion in closed transactions & almost 20 years of experience, we have earned a reputation for delivering strategic capital solutions and high-performance execution across all asset classes and markets throughout the United States. From construction loans to permanent debt, joint venture equity to preferred equity, and single-asset dispositions to portfolio sales, Pelican Realty Capital serves as a trusted advisor to real estate sponsors, investors, and developers navigating today's complex capital markets. National Reach. Global Capital Access. Our firm has built strong relationships with thousands of domestic and international capital sources, including: Commercial Banks & Life Insurance Companies Private Equity & Debt Funds Family Offices & High-Net-Worth Investors Institutional LPs & Co-GP Capital Providers Sovereign Wealth Funds & Foreign Capital Partners CMBS Lenders & Agency Platforms (Fannie Mae, Freddie Mac, HUD) This extensive network enables us to source capital that is both strategic and scalable, tailored to meet the specific goals of each client and transaction.

Job Description We are seeking a friendly, organized, and professional individual to join our team as a part-time Administrative Receptionist, two days per week in a Job-Share role. This position is the first point of contact for our company (at our Administrative office) and plays a key role in ensuring smooth daily operations, sharing responsibilities with one other part-time Associate. This role will share responsibilities with another part-time receptionist. The two individuals will work as a team to provide consistent front desk coverage and will coordinate schedules to cover vacations, absences, and other time off as needed. Key Responsibilities: Greet and welcome guests, clients, and vendors in a courteous and professional manner. Answer incoming calls to the administrative switchboard and transfer calls to the appropriate extensions. Schedule and coordinate the use of conference rooms. Manage incoming and outgoing mail and packages, including operation of postage equipment. Receive and distribute incoming faxes through Microsoft Outlook. Process checks and credit card information received by mail and fax, and route them to the appropriate manager for handling. Maintain inventory of office supplies and place orders as needed to ensure adequate stock levels. Maintain a neat and organized reception area and assist with additional administrative tasks as needed. Qualifications: Strong communication and customer service skills. Professional demeanor and positive attitude. Excellent organizational skills and attention to detail. Ability to multitask and prioritize in a fast-paced environment. Working Knowledge of Microsoft Office Suite (Outlook, Word, Excel) and general office equipment. Previous reception or administrative experience is a plus.

Job Title: Onsite Project Administrative Assistant (Electrical Construction) Reports to: Senior Managers and Estimators FLSA Status: Full-Time / Non-Exempt Updated: October 2025 COMPANY OVERVIEW Eagle Electrical Services (“Eagle”), an EMCOR Company, is a leading electrical services company providing construction, and services in a variety of markets, including automotive, commercial, healthcare, education, industrial, and mission critical. Eagle is one of six Ohio-based business units under parent company Quebe Holdings, Inc. SUMMARY Eagle Electrical Services seeks a Project Administrative Assistant (Electrical Construction) to provide an effective support system for a group of senior project managers and estimators. Applicants must have exceptional communication skills, the ability to manage multiple tasks efficiently, and excellent judgment. Must be comfortable juggling tasks from the mundane to the more strategic and have the ability to work productively in a fast-paced, team-oriented environment. The candidate will primarily work in a support role and oversee many administrative tasks as needed. This role is an onsite position. DUTIES AND RESPONSIBILITIES Include the following. Other duties may be assigned. Maintain logs including purchase orders, project financial updates, daily reports and submittals for multiple projects. Support Project Management with project establishment and closeout, purchase orders, subcontracts, meeting minutes and follow up on various operational task. Transmit all executed subcontracts and change orders, execute, file and track legal documentation for contracts, subcontracts, bid documents. Request certificates of insurance, prequalification's, OSHA, and safety related items from subcontractors and vendors. Participate in design and construction coordination meetings internally and externally as needed. Negotiate and maintain relations with vendors and subcontractors. Escalate critical and/or sensitive issues to the Senior Project Manager / Estimating team. Perform additional assignments as required by the operating needs of the company or as directed by senior project managers. EDUCATION AND EXPERIENCE High School diploma or GED required. Bachelor of Business Administration desirable Knowledge of the construction industry and contract documentation. Working knowledge of federal, state, and city regulations and guidelines. REQUIRED ATTRIBUTES AND SKILLS Proficient in Microsoft Office Outlook, Word and Excel applications. Must possess excellent written and verbal communications skills. Must demonstrate ability to lead people and get results through others. Must demonstrate ability to effectively organize multiple projects and resource planning skills. Must demonstrate technical skills necessary for project engineering. Must work with minimal supervision. Must demonstrate ability to analyze and solve problems. Must demonstrate commitment to company values. PHYSICAL REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee is regularly required to walk, reach with hands and arms, climb or balance and stoop, kneel, crouch, or crawl. The employee may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee should expect to sit for long periods in front of a computer and also travel to field locations as needed. NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization. We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process - it is probably fraudulent. #quebe #LI-Onsite Equal Opportunity Employer As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled Notice to Prospective Employees Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process - it is probably fraudulent.

About Us We are a mechanical contractor with construction experience encompassing a diverse range of commercial and government projects, including data centers, hospitals, sports stadiums, convention centers, hotels, and research laboratories. Our mission is to deliver best-in-class mechanical systems through engineering, craftsmanship, and the relentless pursuit of innovation and safety. Job Summary Job Title: Project Assistant (Administrative) Location: Lima, Ohio 45801 Reports to: Project Management FLSA Status: Non-Exempt ABOUT US: Upland Mechanical, Inc. is a wholly owned subsidiary of EMCOR Group. Inc. Upland is one of the leading mechanical contractors in the eastern United States. Our construction and service (mechanical and electrical) experience includes a broad range of commercial and government projects, including data centers, hospitals, sports stadiums, convention centers, hotels, and research laboratories. SUMMARY The Project Assistant assists the company in meeting its objectives and goals by supporting the Project Manager and project team who is responsible for overseeing and directing assigned commercial construction projects taking appropriate actions to ensure projects are completed on time, within budget and with defined resources. The Project Assistant provides the required administrative support to the Project Manager and project team members to comply with Company procedures and practices as well as the upstream client/customer requirements. ESSENTIAL DUTIES AND RESPONSIBILITIES Include the following. Other duties may be assigned. Administratively assist with the execution and management of the terms of project contracts. Prepare and present computer-generated spreadsheets and reports. Preparing documentation to include general correspondence, matrices, and records as they relate to project site operations. At the direction of Project Manager perform administrative duties and responsibilities up to and including document control, electronic file management and email electronic management. May be required to learn software platforms required for specific projects as mandated by the upstream client for the reporting of payroll, subcontractor and related project documentation. Support in the planning and scheduling of project site meetings and events. Comply with all company operating policies, procedures, and safety programs as established. Ability to meet upstream contractual requirements for working on site full-time. SUPERVISORY RESPONSIBILITIES None. QUALIFICATIONS To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. PREFERRED EDUCATION AND EXPERIENCE One to three years of receptionist or administrative experience in a professional environment. One to three years of customers service skills. High School Diploma or equivalency. COMPUTER SKILLS Direct experience with Microsoft Office Word, and Excel. Lotus Notes familiarity preferred. Must be an experienced typist. REQUIRED ATTRIBUTES The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully. Must possess excellent written and verbal communications skills, and organizational skills. Must possess excellent customer service skills. Must demonstrate ability to effectively organize and manage multiple projects Must demonstrate technical skills in receptionist and related assignments. Must demonstrate integrity in the execution of work assignments. Strong attention to detail is required. Must demonstrate ability to work independently and exhibit initiative in the execution of work assignments. Must demonstrate commitment to company values. LANGUAGE SKILLS Must have the demonstrated ability to effectively communicate, cooperate, and collaborate with multiple levels of employees, government agencies, general and subcontractors, and suppliers. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee is regularly required to walk, reach with hands and arms, climb or balance and stoop, kneel, crouch, or crawl. The employee may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. While performing the duties of this job, the employee will be regularly required to commute to field locations. We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled. #UPLAND #LI-Onsite Equal Opportunity Employer As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled Notice to Prospective Employees Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process - it is probably fraudulent.

🗂️ Now Hiring: Administrative Assistant 📍 Cincinnati, OH | Full-Time | Monday-Friday Join one of Cincinnati's Top Employers of 2025, as recognized by the Cincinnati Enquirer ! 🏆 Why Uptown Properties At Uptown Properties, we're committed to excellence in resident service, operational accuracy, and team collaboration. Recently recognized by the Cincinnati Enquirer as one of Cincinnati's Top Employers of 2025, we're proud to offer an environment where your skills are valued, your ideas are heard, and your growth is supported. 💼 About the Role We're seeking an Administrative Assistant to support our property management team through efficient lease processing, accounting and insurance administration, and ongoing quality assurance. This role is ideal for someone who is detail-oriented, organized, and motivated by delivering accurate, timely work that keeps our properties running smoothly. 📝 What You'll DoLease Agreement Processing (Primary Focus) Process daily applications in accordance with Uptown Rental Properties procedures Draft and send documents requiring signature (leases, renewals, and related forms) Send Post Move-In Condition Forms to capture resident feedback Maintain accuracy and compliance throughout all stages of the lease cycle Administration Support Assist Property Managers with small balance delinquencies and escalations Enter invoices into property management software for review and approval Manage resident insurance compliance and escalate when needed Notify residents of pending financial or insurance-related actions Process utility (energy) bills requiring transfer to specific residents Provide general administrative support including shared inbox management, spreadsheet updates, and resident notifications Quality Assurance Conduct regular documentation audits for assigned assets (applications, renewals, insurance, rent rolls, etc.) Generate asset reports for Property Managers to support informed decision-making Uphold data accuracy and integrity within the property management software Additional Duties Ten percent of time is reserved for ancillary tasks, interruptions, and unplanned events. ✅ What You'll Need High school diploma or equivalent (Bachelor's degree preferred) Experience in an administrative role Strong organizational skills with the ability to prioritize, multitask, and meet deadlines Ability to work independently, take initiative, and complete projects with minimal supervision Experience supporting compliance with policies, procedures, and industry standards Strong audit skills with the ability to identify discrepancies and implement corrective measures High level of accuracy and thoroughness in document review and data handling Experience collaborating with multi-disciplinary teams 💵 Pay & Perks Paid training and opportunities for growth PTO, sick days, and paid holidays Medical, dental, vision, disability, and life insurance 401(k) with company match + profit sharing Free parking Employee appreciation events and company-sponsored sports teams 🚀 Ready to Join the Team? Be a driving force behind the accuracy, efficiency, and resident satisfaction that Uptown is known for. Join a team that values your detail-oriented mindset and supports your long-term development - all at an organization recognized as one of Cincinnati's Top Employers of 2025. 👉 Apply today to grow your career with one of the city's most respected workplaces!

Job Description ????️ Now Hiring: Administrative Assistant ???? Cincinnati, OH | Full-Time | Monday-Friday Join one of Cincinnati's Top Employers of 2025, as recognized by the Cincinnati Enquirer ! ???? Why Uptown Properties At Uptown Properties, we're committed to excellence in resident service, operational accuracy, and team collaboration. Recently recognized by the Cincinnati Enquirer as one of Cincinnati's Top Employers of 2025, we're proud to offer an environment where your skills are valued, your ideas are heard, and your growth is supported. ???? About the Role We're seeking an Administrative Assistant to support our property management team through efficient lease processing, accounting and insurance administration, and ongoing quality assurance. This role is ideal for someone who is detail-oriented, organized, and motivated by delivering accurate, timely work that keeps our properties running smoothly. ???? What You'll DoLease Agreement Processing (Primary Focus) Process daily applications in accordance with Uptown Rental Properties procedures Draft and send documents requiring signature (leases, renewals, and related forms) Send Post Move-In Condition Forms to capture resident feedback Maintain accuracy and compliance throughout all stages of the lease cycle Administration Support Assist Property Managers with small balance delinquencies and escalations Enter invoices into property management software for review and approval Manage resident insurance compliance and escalate when needed Notify residents of pending financial or insurance-related actions Process utility (energy) bills requiring transfer to specific residents Provide general administrative support including shared inbox management, spreadsheet updates, and resident notifications Quality Assurance Conduct regular documentation audits for assigned assets (applications, renewals, insurance, rent rolls, etc.) Generate asset reports for Property Managers to support informed decision-making Uphold data accuracy and integrity within the property management software Additional Duties Ten percent of time is reserved for ancillary tasks, interruptions, and unplanned events. ✅ What You'll Need High school diploma or equivalent (Bachelor's degree preferred) Experience in an administrative role Strong organizational skills with the ability to prioritize, multitask, and meet deadlines Ability to work independently, take initiative, and complete projects with minimal supervision Experience supporting compliance with policies, procedures, and industry standards Strong audit skills with the ability to identify discrepancies and implement corrective measures High level of accuracy and thoroughness in document review and data handling Experience collaborating with multi-disciplinary teams ???? Pay & Perks Paid training and opportunities for growth PTO, sick days, and paid holidays Medical, dental, vision, disability, and life insurance 401(k) with company match + profit sharing Free parking Employee appreciation events and company-sponsored sports teams ???? Ready to Join the Team? Be a driving force behind the accuracy, efficiency, and resident satisfaction that Uptown is known for. Join a team that values your detail-oriented mindset and supports your long-term development - all at an organization recognized as one of Cincinnati's Top Employers of 2025. ???? Apply today to grow your career with one of the city's most respected workplaces!

The Studio assistant will have the opportunity to assist in several areas of Community Arts: Community Arts Center, Studio Go mobile art van, and Community Arts signature programs and events. Based at the Cleveland Museum of Arts Community Arts Center, this studio assistant position will support all community arts studio-based programming. Programs include Studio Go, our mobile arts studio; open studios, workshops, and school programs at the Community Arts Center; signature events such as Parade the Circle and Chalk Festival. This role supports the museum's strategic priorities of engaging audiences of all ages in collection-based arts experiences. Must be able to work Friday, Saturday and Sunday in addition to a flexible weekday schedule. Part time 20-28 hours / week Hourly wage: $15.00 Requirements and Key Competencies Must have a high school diploma or general education degree (GED) Experience with studio art, art education, and working with the public, including school-aged children preferred. University students enrolled in studio, art history, or art education programs are encouraged to apply. Ability to communicate effectively and work successfully with others in a team environment. Strong interpersonal and organizational skills. Must be able to work Friday evenings, Saturday and Sunday, and weekday times as needed. Responsibilities: Facilitate program activities by engaging, encouraging, and providing clear instructional support and personalized feedback for participating children, families and adults. Understand each community arts program and its connections with the Community Arts Center and CMA's collection. Assist with preparation, set up and cleanup for all studio programs at Community Arts Center, for Studio Go and other outreach events, and for community arts signature programs. Communicate and interact with visitors in a friendly, respectful manner. Anticipate needs as they arise, taking initiative. Maintain and organize studio and activity spaces, storage areas, supplies and resources. Tally the number of participants to help track program reach. Engage participants in satisfaction surveys during classes as assigned and when appropriate. Other duties as assigned. Part-time Benefits include: Partner level membership to CMA Free, unlimited admission to select Cleveland Museum of Art ticketed exhibitions (two adult member tickets per visit, subject to availability) 50% off admission to select ticketed exhibitions for members' guests Free admission to select ticketed exhibitions for unlimited children, 17 and younger, when accompanied by a member Priority registration and discounts for museum art classes for adults and children 20% discount in the museum store 10% discount in the museum restaurant and café Annual subscription to Cleveland Art members magazine Free Garage Parking Your employment relationship with the museum qualifies you for free or discounted admissions to other cultural institutions such as the Natural History Museum, Botanical Gardens, The Cleveland Zoo, etc.

We have a great, ENTRY-LEVEL opportunity for a bright, ambitious newcomer to learn about and grow within the mortgage industry! Are you detail-oriented and customer focused? Have you been looking for a great company that's family owned, who recognizes your contributions, and has a great environment? A company whose goal and purpose is to Improve the Lives of Families ? Take a look at Equity Resources! Why you'll love working here Enjoy a consistent in-office schedule at our Corporate Office in Newark's historic downtown square. Choose from flexible hours: 8:30 AM - 5:00 PM with a 30-minute lunch, or 8 AM - 5 PM / 8:30 AM - 5:30 PM with a 1-hour lunch. Generous PTO, 10 paid holidays, plus a day off for your birthday! Full benefits package (including pet insurance!) first of the month after your first 30 days. 401(k) option with a generous company match -helping you grow your retirement savings faster. Earn extra cash through our referral programs, $500 for each borrower you refer, and up to $5,000 for referring an experienced Loan Officer. Join a stable, employee-focused company that's been growing since 1993. Requirements HS diploma or equivalent. Requires skills in office procedures and Microsoft Office Applications or equivalent software. Strong attention to detail and organizational skills. Previous office experience is preferred but not required. What your day will look like The primary objective of this role is to assist customers through efficient administrative processing of mortgage loan(s) throughout the mortgage loan process. Someone in this position must be able to instill confidence in and build trust with the Production Specialists (processors) and Mortgage Specialists (loan officers). Furthermore, they must interact with other employees to foster an atmosphere of exceptional customer service and a work environment that is edifying and supportive, creating Raving Fans both internally and externally. The following duties are shared between our office support staff: Respond promptly and professionally to email correspondence from the Loan Officer. Initiate and follow up on all verification requests necessary to complete a loan package. (i.e. verification of mortgage, verification of deposit, verification of employment, etc.) Order required documentation such as appraisals, title searches, and payoffs. Follow up and update the status of all ordered items to ensure timely completion. Communicate with the Loan Processor regarding the status of required loan items. Submit complete loan packages to the underwriter and address conditions from conditional approvals. Ensure loan packages are complete and notify the Loan Processor to advance the file. Adhere to established deadlines and performance standards. Maintain accurate and up-to-date notes in each loan file. Provide front desk support as scheduled and/or needed, including answering multi-line phone systems and greeting visitors. Upload received documentation into the Loan Operating System (LOS). Communicate clearly and effectively to internal and external partners. Any other miscellaneous duties as required to process mortgage files and provide excellent customer service, as assigned. About Us Equity Resources, Inc. is a privately owned and operated mortgage bank headquartered in Newark, Ohio. We are licensed in 22 states, including Washington D.C., and operate branch offices in many of those locations. Our vision and purpose at Equity Resources, Inc. is quite simply to Improve the Lives of Families. We pride ourselves in creating Raving Fans of our customers AND our employees. We are celebrating our 33rd year in business and are continuing to grow! Come join our team! Equity Resources offers a comprehensive total compensation and benefits package that includes medical, dental, and vision insurance; 401(k); company-paid life insurance; and much more! Equity Resources is an equal opportunity employer. It does not discriminate against applicants or employees on the basis of race, color, religion, creed, national origin, ancestry, disability that can be reasonably accommodated without undue hardship, sex, sexual orientation, gender identity, age, citizenship, marital or veteran status, or any other legally protected status.

The Cleveland Museum of Arts Exhibition department is looking for a part time temporary Exhibitions Assistant to provide routine administrative and project support. The Exhibition Assistant is responsible for planning and organizing benchmark meetings, tracking all deliverable deadlines for exhibition & rotation texts, as well as maintenance of exhibition credit lines. Responsibilities Answers department phones, screens and routes or responds to callers. Schedules appointments and maintains department meetings and calendar of supervisor. Sorts and routes incoming mail. Attaches files or appropriate documentation as needed for review. Answers routine mail.Greets and escorts visitors. Arranges accommodations and transportation as necessary for visiting artists, consultants, or museum colleagues from other institutions. Sets-up and maintains all department files and digital records. Serves on intranet committee and serves as intranet gatekeeper for the department. Composes routine correspondence. Manages annual report material, publication fact sheets, and exhibition narratives, ensuring information is accurate and current. Reviews and processes all invoices and tracks all expenses related to special exhibitions and curatorial publications; maintains shared cost budgets for co-organized exhibitions, and compiles materials for final reconciliation of exhibition projects. Maintains graphic and narrative exhibition schedule; conveys changes to affected parties as appropriate. Supports exhibition coordinators and editors with the creation of checklists for various projects. Monitor the departmental purchase cards and ensure appropriate coding within billing cycle. Track and oversee publication distribution to Library of Congress, guest authors, permissions grantors, Ingalls Library, and within the museum. Coordinates departmental volunteers and interns. Arranges travel schedule and reservations for guest contractors, exhibition office staff, and assists with expense reports.Schedules and prepares for all exhibition planning meetings. Prepares, collects, organizes, and disseminates materials and information related to exhibitions and projects. Provides editorial assistance in compiling special exhibition documents and publication outlines. Includes collation of materials, formatting, and coordinating photographic reproduction rights with appropriate staff. Arranges for meetings and conferences. When requested, represents exhibition office at meetings and takes notes. Requirements Associate of the Arts degree; one to two years of related experience; or equivalent combination of education and experience. Employee must have excellent organizational, interpersonal, and communication skills, as well as the ability to work well under pressure to meet deadlines and manage multiple projects concurrently. Ability to work well with a wide variety of people in different job positions essential. Computer skills, including mastery of Microsoft Office Suite including Word, Excel, Power Point and Outlook. Part time temporary working 28 hours / week Hour wage: $18.00