About Heirloom Heirloom is a leading provider of large-format, luxury short-term rentals on the national level. Our unique focus on providing word-class accommodations to discerning groups of travelers in premier travel destinations, combined with a tech-enabled and data-driven business strategy has allowed Heirloom to quickly carve out a unique space for itself within the highly competitive and rapidly evolving luxury vacation rental industry. Position Overview Heirloom’s office administrative assistant position is expected to provide administrative support to the Company’s corporate offices and direct support to the Finance Team. The individual will be responsible for ensuring that the office is functioning efficiently from an administrative standpoint while supporting members of the Finance Team with data entry and cross-departmental communication. Essential Functions Ensure that the physical office space is well stocked with all necessary supplies. Coordinate in office events and activities as needed. Implement new virtual mail system Process, organize and distribute all incoming and outgoing company mail Communicate with vendors and management clients to collect and file all necessary onboarding documentation including payment preferences and EOIs. Credit card management including disputing fraudulent charges and ordering new cards Assist with document organization and auditing via Google Drive and Dropbox platforms Provide crucial administrative support for tax preparation and distribution of tax documents to investors Assist finance with the monthly and quarterly close process by downloading certain financial documents and send out financial reports to stakeholders Other duties as assigned on a case-by-case basis. Requisites A successful Office Administrative Assistant is well-organized, proactive, and has strong data management skills. Applicants from a variety of backgrounds can be successful in this role. Detail oriented and comfortable working with large amounts of data Excellent written and verbal communication skills Previous experience working with multiple data systems and platforms Ability and desire to learn new software and technology with instruction Ability to work independently and think critically to solve new problems