Office Administrator / Retail Assistant ($25.34 - $32.36)

Position Overview

The Irvine Spectrum Center’s Office Administrator / Retail Assistant serves as the first impression at the reception desk, managing the daily flow of the property management office. Key duties include providing excellent service to visitors and callers, managing administrative workflows (mail, collecting merchant sales/insurance), coordinating public non-commercial expressive activity (freedom of speech program), overseeing office logistics, supporting the Vice President & General Manager, assisting Specialty Retail, and acting as a main liaison for merchant partners.

Key Responsibilities

• Greets internal and external customers courteously, fielding walk-ins, phone, or email inquiries and routing as appropriate
• Cultivates and maintains excellent relationships with tenants and key vendors
• Serves as administrative assistant to Vice President & General Manager, including calendar and contact management, meeting scheduling, reservations, travel, and special projects as needed
• Serves as the administrator of management office logistics, including equipment and supply inventory, mail distribution, rent and insurance collection, kitchen, lobby, and conference room organization
• Inputs and verifies merchant sales into accounting software systems
• Prepares memos, letters, correspondence, and makes copies
• Manages and reports on the Center’s pedestrian traffic trends
• Manages Non-Commercial Expressive Activity (Freedom of Speech) Program
• Processes invoices, billing adjustments, and purchase orders
• Handles store open/close procedures

Required Qualifications

• Strong proficiency with Google products (Mail, Drive, Calendar, Meets, Google Docs, Slides, Sheets), Microsoft products (Word, Excel, PowerPoint), and Adobe
• Notary Public is desired, but not required
• Valid California driver’s license; Maintain continuous vehicle liability insurance as required by state law. (This role requires the regular and frequent operation of a vehicle, as defined in the Company’s MVR policy, and is part of the essential duties of this position.)

Preferred Qualifications

• Education: Bachelor’s degree or equivalent experience
• Experience Required: 1 - 3 years

Benefits & Perks

• Compensation: $25.34 - $32.36
• The Company offers competitive benefits for full time employees including paid time off, matching 401(k), and health benefits.