Executive Assistant

Archie Winthol Management, Inc. is a multi-property management firm dedicated to operational excellence and tenant satisfaction. We specialize in overseeing a diverse portfolio of properties across the San Francisco and Peninsula area, ensuring seamless day-to-day management and superior service.

We are seeking a proactive problem solver with exceptional communication skills and meticulous attention to detail to join our team as an Executive Assistant. This role will support ownership in managing administrative, financial, and operational tasks across multiple properties.

Key ResponsibilitiesBookkeeping (50%)

• Maintain accounts payable and receivable, financial reporting, and reconciliation.
• Log all transactions, scan, and organize invoices and documents.
• Process payments on time, including vendors, utilities, and insurance.
• Reconcile bank accounts monthly.
• Track construction project costs.

Rent & Utility Collection (10%)

• Collect, deposit, and record monthly rents for all properties.
• Send late payment notices and eviction charges within set timeframes.
• Reconcile utility bills and prepare/send invoices to tenants.
• Collect coin laundry revenue (every 3 weeks).
• Alert management of upcoming lease expirations and prepare/send rent notices.
• Prepare new lease agreements and assist in prospective tenant communication.

Inventory Management (10%)

• Manage inventory inflow and outflow with operations.
• Replenish materials as needed.
• Conduct quarterly physical inventory counts.
• Manage SKUs, including creating new item labels and retiring outdated ones.

Administrative Support (10%)

• Maintain an organized and clutter-free office environment.
• Manage all keys and passcode access.
• Shred outdated documents as needed.
• Order and maintain office supplies.
• Provide administrative support to management, operations, contractors, and tenants.

Personal Assistance (20%)

• Manage ownership’s calendar and schedules.
• Check PO Box 1-2 times per week; review, organize, and respond to mail.
• Run errands as needed.
• Arrange business and personal travel.

Qualifications

• 3+ years of administrative experience with 2+ years of bookkeeping and basic accounting knowledge.
• Strong attention to detail, organization, and ability to multitask in a fast-paced environment.
• Advanced Excel/Google Sheets skills (pivot tables, large datasets, basic modeling).
• Excellent written/verbal communication and experience developing internal processes.
• Proficient in Google Docs, Sheets, and office software; quick learner with AppFolio experience a plus.
• Strong judgment, decision-making, and adaptability to shifting priorities.
• Ability to maintain confidentiality and handle sensitive information.
• Reliable car, insurance, and valid CA driver’s license; ability to lift 20 lbs.

Additional Requirements

• Candidates must take a personality test and an attention-to-detail test.
• Must pass background, credit, and reference checks.

Compensation

This is a 1099 contract to full-time hire position. Compensation for this position is based on experience and ranges from $60,000-65,000k per year.