Property Administration Assistant

Manulife Irvine, CA
Job Title :

Property Administration Assistant

Job ID :


Category :

Property & Resources Mgmt

Location :

Irvine, CA US

Job Type :

Full Time

Posted On :


Job Description :


Are you looking for unlimited opportunities to develop and succeed? With work that challenges and makes a difference and a flexible and supportive environment, we can help our customers achieve their dreams and aspirations.


Accounting Administration

* Assist as required, in the preparation of reports, forms, monthly payment letters, input for budgets and reforecast on CTI, the financial accounting system.

* Set-up Purchase Orders in the Purchasing System and co-ordinate coding and payment of invoices. Reconcile outstanding statements received from suppliers.

* Ensure timely submission of Accounts Payable and Accounts Receivable batches to Head Office.

* Maintain job costing binder and prepare the monthly reconciliation to ensure appropriate back-up for each job.

* Prepare the Lease Summary Sheets for review by the Financial Accounting Analyst.

Office Administration

* Provide administrative support including word processing, filing, copying, scanning, faxing, maintaining records, phones (when necessary) for the Regional office.

* Maintain filing system, accounts payable files, tenant records, contract binders, manuals and tenant database for addresses and contacts.

* Ensure completion of pending drawer activity i.e., new tenants, renewals and vacating tenants. Ensure all aspects of the process are completed by the Leasing Managers and Leasing Administrator. Provide support for filing, correspondence, notifying tenants, scanning leases, compiling information, etc.

* Order office supplies, maintain office equipment and ensure the efficient operation of the office.

* Assist in the organization of events, such as golf tournaments, staff events, or other promotional events.

Property Management

* Answer tenant calls and submit tenant work orders.

* Acts as the back-up point of contact for all tenant related issues and ensuring continuous communication with the tenants as it pertains to their business at the property. Attends to tenant requests and complaints promptly and in accordance to company standards and procedures as directed by the Property Manager.

* Performs other property management tasks that may be assigned from time to time.

* Communicate effectively with other Building Staff (ie Engineering, Janitorial, Security, Parking) as it relates to tenant requests, work orders, tenant functions, building functions, cleaning, parking, security.

* Provide assistance with Building Functions.

* Book Sky Garden and/or conference center and maintain records for billing.

* Other duties as assigned.


* Minimum 12 months experience in an administrative role.

* Proficient computer skills. Microsoft Office – Work, Excel, PowerPoint.

* Accurate typing speed – minimum 50 wpm.

* Understanding of basic accounting concepts.

* Excellent customer service skills with ability to deal with tenant needs.

* Proven organizational skills; able to cope with changing tenant needs and deliver successful results within agreed upon time frames.

* Good verbal and written communication skills.

* Detail oriented; able to resolve problems using facts and sound reasoning.

* Self-motivated, professional and flexible; able to work both independently and as part of a team.


* Excellent time management skills; ability to multi-task.

* Balance conflicting demands and ability to set priorities.

* May be required to float to other RE Offices within the portfolio.

About John Hancock Financial and Manulife

John Hancock is a division of Manulife Financial Corporation, a leading international financial services group that helps people make their decisions easier and lives better. We operate primarily as John Hancock in the United States, and Manulife elsewhere. We provide financial advice, insurance and wealth and asset management solutions for individuals, groups and institutions. Assets under management and administration by Manulife and its subsidiaries were over $1.1 trillion (US$850 billion) as of March 31, 2018. Manulife Financial Corporation trades as MFC on the TSX, NYSE, and PSE, and under 945 on the SEHK. Manulife can be found at

One of the largest life insurers in the United States, John Hancock supports approximately 10.7 million Americans with a broad range of financial products, including life insurance, annuities, investments, 401(k) plans, and college savings plans. We also offer advice through Signator, a network of independent financial advisors. Additional information about John Hancock may be found at

Agency submissions and contacts are by invitation only and must be initiated by John Hancock's Recruiting Department only. Unsolicited agency submissions will not be honored.





Property & Resources Mgmt

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