MSCCN is hiring: Administrative Assistant III in Stockton

Job Title: Administrative Assistant III This is a contract position with a duration of 15 Week(s) Could go longer or maybe permanent, but no guarantees Job Description Summary: The main function of an administrative assistant is to provide high-level administrative support by conducting research, handling information requests, and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office. Job Responsibilities: Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work. Prepare invoices, reports, memos, letters, financial statements, and other documents. File and retrieve corporate documents, records, and reports. Open, sort, and distribute incoming correspondence including faxes and emails. Prepare responses to correspondence containing routine inquiries. Primary Focus: Provide administrative support to the property management team, including property managers and general staff. ESSENTIAL DUTIES AND RESPONSIBILITIES: Administrative: Provide direct administrative support to property management. Maintain regular contact with maintenance staff to ensure all elements of the property are clean and all needs are attended to. Assist in Management Audits. Maintain and update employee, client, and customer contract databases. Organize, compile, and prepare reports for distribution. Maintain an organized conference room reservations system. Organize department lunches, meetings, events, and business travel. Set the standard for compliance with policies and procedures established for the property. Enforce compliance with insurance requirements among tenants. Financial: Process Accounts Payable (A/P). Process Accounts Receivable (A/R). Obtain completed W-9 forms from all vendors. Maintain budget guidelines and assist with budget preparation. Track budget line items related to administrative accounts. Prepare manual adjustment forms for all miscellaneous tenant services requests. Ensure Engineers take monthly readings from electric meters for tenants. Assist with new vendor setup. Assist management with monthly reporting. Responsible for monthly MES bill-back to clients. Responsible for invoicing tenants for any damage they are directly responsible for. Client Services: Maintain day-to-day relationships with tenant contacts. Prepare tenant memos and all communications as directed by the manager. Open management office for business daily at 8:30 am. Liaise between tenants and all building staff/team members. Manage SharePoint and document loading. Follow up on all tenant requests to ensure completion to satisfaction. Coordinate all arrangements and notifications, acquire proper authorizations, and collect Certificates of Insurance (COI) as necessary. Maintain daily tenant, employee, and contractor contact information. Work with the manager to address tenant needs and special requests. Assist the team with updating and implementing new property on-boarding. Operations: Review tenant service requests daily and note completion. Ensure all tenant contact information is accurate and completed in all building systems. Coordinate access for vendors. Distribute documents to Lease Administration. Schedule the use of materials to be moved into or out of property. Assist with construction projects and contractor relations. Draft contracts as requested by managers within 24-48 hours of the request. Hard Skills Accounts Receivable Aging Analytical and organizational skills Commercial Property Management Efficient time management Managed accounts payables Third Party Management Soft Skills Verbal and written communication skills Multi-tasking Customer service skills Interpersonal skills Ability to work independently and manage one's time Ability to keep information organized and confidential Job Type This is a contract position with a duration of 15 Week(s). Work Site This is a fully on-site position in Stockton, California. Work Environment M-F 8-5 About Aston Carter: Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing double diamond winner for both client and talent service. Diversity, Equity & Inclusion At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through: Hiring diverse talent Maintaining an inclusive environment through persistent self-reflection Building a culture of care, engagement, and recognition with clear outcomes Ensuring growth opportunities for our people The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email ( ) for other accommodation options.