Office Manager / Bookkeeper

Position: Office Manager (Real Estate Operations)

Location: Oakland, CA (In-Person; Non-Remote)

Hours: 30–40 Hours Per Week

Compensation: $30.00 – $40.00 per hour (Dependent on Experience)

Role Objective

To manage the daily operations of a professional office with a primary focus on supporting a portfolio of real estate assets. This is an in-person position that serves as the administrative and financial hub for the business. The ideal candidate possesses a can-do attitude and a genuine interest in learning more about the real estate industry to ensure all office and property functions run smoothly.

Key Responsibilities:

1. Real Estate Financials

• Handle daily bookkeeping tasks including accounts receivable (rent collection) and accounts payable (vendor and utility payments) within QuickBooks.
• Use Microsoft Excel to track property data, perform basic financial modeling, and maintain detailed spreadsheets for portfolio analysis.
• Ensure all financial transactions are accurately coded to the correct property or project.
• Assist in the preparation of monthly financial reports, bank reconciliations, and rent rolls.
• Organize and maintain digital and physical files for property taxes, insurance, and loan documents.

2. Administrative & Property Support

• Coordinate tenant communications, including fielding inquiries, tracking maintenance requests, and distributing notices.
• Manage the processing of lease applications, background checks, and new tenant onboarding.
• Maintain a calendar of critical real estate dates (lease expirations, rent increases, inspection deadlines).
• Serve as the point of contact for vendors, ensuring insurance certificates are on file and work orders are tracked to completion.

3. Office Operations

• Oversee the daily functionality of the office, including mail sorting, supply procurement, and filing systems.
• Ensure a professional and organized office environment for team members and visiting clients or tenants.
• Assist with the preparation of marketing materials for property vacancies or new acquisitions.
• Troubleshoot basic office technology needs and manage vendor relationships for office services.

Requirements

• Experience: 3–5 years of office management or high-level administrative experience, preferably within the real estate or property management sectors.
• Software: * Proven proficiency in QuickBooks is required for daily financial tasks.
• Strong Microsoft Excel skills (ability to manage spreadsheets, use formulas, and organize large datasets).
• Work Environment: This is an in-person role; candidates must be able to work from the designated office location for 30–40 hours per week (not a work-from-home position).
• Communication: Strong professional verbal and written skills.
• Language (Plus): Fluency in Spanish or Chinese (Mandarin/Cantonese) is a significant advantage.
• Traits: Proactive, highly organized, and detail-oriented with a desire to grow within the real estate field.

Pay: $30.00 - $40.00 per hour

Work Location: In person