Estate Assistant

Family Home Office Looking for Estate Assistant 

General Overview:  

This position will be to assist the Estate Manager with all administrative and property duties to help facilitate overall operations. 

Administrative General Duties:  

• Answer the phones and take messages.
• Answer the door.
• Maintain and organize an efficient office.
• Setup new workspace for new employees.
• Send staff communication emails as requested.
• Send morning staff schedule via text.
• Create, email, and post staff schedule weekly.
• Work with Estate or Human Resource Manager to schedule caregiving teams.
• Order items online for caregivers and office.
• Update vendor lists.
• Update emergency contact lists.
• Update calendars and send out invites as needed.
• Send and receive mail and packages.
• Run errands.
• Weekly check of all printers, scanners, and computer stations, replenish ink and paper, make sure communal computers are working.
• Collect packages and sign-in packages in package log, send emails to recipient that their package has arrived. Collect mail and distribute in mail slots.
• Send packages as needed, prepare shipment paperwork and FedEx documents.
• Prepare vendor or crew thank you notes as needed.  
• Create new office forms and post to team Dropbox/Google drive.
• Notarize documents (if able).

General Duties:  

• Track and distribute employee uniforms.
• Maintain sign-in sheet for temperature logs.
• Help employees with minor phone and computer issues including emails, setting up apps, and basic troubleshooting.
• Assist with staff birthdays.
• Post and maintain company announcement whiteboard, if applicable.
• Help digitalize filing system for all departments.
• Create and maintain guest binders/manuals for properties.
• Help with guest provisioning when needed.
• Maintain and update inventory of properties. Work with Accounting to update asset lists.
• Track and update daily and weekly activity of property completed projects/tasks.
• Create and keep up-to-date property spreadsheets, databases, binders, and checklists.
• File all property documents, certificates, and other important information.
• Help with the purchase and sale of cars and vehicles, registration issues.
• Research new vendors & obtain estimates for Estate or Property Manager as needed.  
• Research products and make purchases.
• Follow-up with utility companies regarding issues or services.
• Assist with setting up and closing utility accounts.
• Schedule staff annual CPR classes/certifications.
• Make sure all defibrillators and fire extinguishers are up to date.
• Lost & Found 
• Assist Managers in various projects by facilitating their requests (contacting companies or individuals to arrange meetings/appointments, creating project outlines, etc.)
• Assist the CFO, Property Manager and other departments as needed.

Accounting General Duties: 

• Update invoice database with Accounting.
• Collect W9 forms, licenses, and insurances.
• Prepare check requests.
• Assist with filling out business tax receipt forms and submitting when due.
• Work with Accounting to open wholesale or new accounts.
• Collect, organize, and track petty cash and receipts.

Other General Duties:  

• Maintain and update complete inventory of warehouses.
• Coordinate photos/binder of rooms to ensure company standards.
• Coordinate grooming and vet appointments. Ensure dogs are fed and walked accordingly.
• Help coordinate and assist with events and parties as needed.
• Work with other departments as needed.