Office Assistant in Irvine, California at WSH Management, Inc.

This role supports daily administrative and office operations by managing front-desk activities, coordinating schedules, maintaining records and inventory, and ensuring a professional, secure, and well-organized office environment. It also provides cross-functional support for onboarding, IT access, internal communications, and confidential projects while requiring strong organization, communication, and attention to detail.

• Pay: $26.00–$28.00 per hour
• Schedule: Full-time (40 hours per week), Monday–Friday, 8:00 AM–5:00 PM
• Benefits: Medical, Dental, Vision, Life Insurance; 401(k) with employer match
• Time Off: Paid vacation and 15 paid company holidays

Administrative & Office Operations

• Greet and assist visitors, vendors, and employees at the corporate office.
• Maintain front office/reception area in a professional and organized manner.
• Track and follow up on assigned administrative requests through completion.
• Assist with onboarding preparation, including workspace setup, equipment coordination, and first-day materials.
• Maintain office calendars or shared schedules for conference rooms, trainings, and vendor visits.
• Assist with distributing company notices, forms, and internal communications.
• Maintain inventory logs for office supplies, keys, badges, parking cards, and assigned equipment.
• Assist with basic data entry and spreadsheet tracking.
• Support confidential HR, payroll, accounting, or operations projects as assigned.
• Follow company procedures for controlled office access and visitor/vendor entry.
• Answer phone inquiries, direct calls, and provide basic company information.
• Perform clerical duties including filing, scanning, copying, and organizing documents.
• Assist managers and executives with preparing documents, reports, and presentations.
• Manage and maintain files, records, and correspondence.
• Monitor office supply levels and place orders as necessary.
• Oversee mail deliveries, packages, and courier services.
• Set up, organize, and maintain conference, training, and meeting rooms.
• Assist with company meetings, events, and special administrative projects.
• Review emails daily and respond as necessary within 24 hours.
• Report office issues or unsafe conditions and ensure they are addressed promptly.
• Perform other duties as assigned.

• Coordinate new hire system access requests to ensure email, network, and required software access is established on or before the employee’s start date.
• Coordinate the timely removal of system access for employees who separate from the Company, in accordance with internal procedures.
• Monitor the IT ticket queue and escalate unresolved or time-sensitive issues as needed.
• Assist with ordering, tracking, and inventorying IT equipment and related supplies (e.g., laptops, monitors, peripherals), with appropriate approvals.

Abilities

• Demonstrate a positive, professional attitude.
• Strong command of the English language, including proper grammar, spelling, and sentence structure.
• Ability to communicate effectively with employees, managers, and external vendors.
• Strong organizational, time management, and follow-up skills.
• Ability to handle sensitive information with discretion and confidentiality.
• Ability to work a flexible schedule as needed.
• Maintain a neat, clean, and professional appearance.
• Comply with expectations outlined in the Employee Handbook.

• High school diploma or equivalent required.
• Minimum of one year of experience in an office support or administrative role.
• Strong attention to detail and critical thinking skills.
• Demonstrated ability to support team operations and meet deadlines.
• Proficient in Microsoft Office applications including Word, Excel, and Outlook.
• Comfortable working with ticketing systems, portals, and basic technology tools.

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of the position

About WSH Management
For over 25 years, WSH Management has specialized in managing senior and multi-family communities throughout California. We proudly manage more than 80 affordable and market-rate properties and are supported by a mission-driven team of over 200 employees committed to excellence, compliance, and resident service.
Equal Opportunity Employer

WSH Management is an Equal Opportunity Employer and a drug-free workplace. We provide equal employment opportunities without regard to race, color, religion, sex, pregnancy, national origin, ancestry, citizenship, age, marital status, disability, veteran status, sexual orientation, gender identity, genetic information, or any other status protected by law. Reasonable accommodations are available during the hiring process.