Corporate Executive Assistant

Position Title: Corporate Executive Assistant - Transactions Coordinator

Location: Remote (U.S. Mountain Standard Time)

Schedule: Mountain Standard Time 8:00 AM - 5:00 PM

Salary: $600 USD per month, payable $300 on the 10th and 25th of each month (prorated if applicable)

Reports To: CEO and Program Manager

Company Overview

J&J Productions LLC J&J Productions LLC is a dynamic corporate organization with a diversified portfolio that includes multiple business entities and property holdings. Headquartered in Sandy, Utah, the company actively manages both commercial and residential assets while supporting operations across several industries. With a focus on long-term growth and strategic expansion, J&J Productions takes pride in maintaining operational excellence, legal compliance, and sound business practices across all its ventures.

Position Summary:

The Corporate Executive Assistant, Admin & Property Management Transactions Coordinator provides comprehensive executive, administrative, and financial support to the Chief Executive Officer and management team. This role combines executive-level assistance, financial transactions oversight, and administrative system management. The position is responsible for maintaining the accuracy and security of company records, processing all payables, and ensuring compliance with internal policies, property management standards, and regulatory requirements. The Corporate Executive Assistant also acts as the company's primary administrator for all digital and account-related systems—responsible for safekeeping, organizing, and maintaining access credentials for work emails

Key Responsibilities:

Executive and Administrative Support

• Serve as one of the primary points of contact and liaison between the CEO, internal teams, property owners, and external partners.
• Prepare, review, and organize company correspondence, contracts, reports, and documentation for internal and external use.
• Communicate on behalf of the Corporate Entities and Program Manager with third-party entities, vendors, and government offices.
• Coordinate and support executive projects, ensuring timely completion and alignment with company goals.
• Maintain confidentiality and professionalism in handling sensitive and proprietary information.
• Draft, update, and implement Standard Operating Procedures (SOPs) as directed by the Program Manager or CEO

Financial and Transactional Management

• Manage all company payables and invoices using both Trust and Operations accounts.
• Create and audit owner disbursement bills through the property management system (AppFolio) ensuring accuracy before payment release.
• Process approved owner disbursements and payments through Veem and other payment platforms.
• Verify that all applicable expenses against collected rents are billed correctly before issuing owner payments.
• Process vendor invoices, contractor fees, tenant legal charges, and management fees.
• Handle security deposit refunds in compliance with company policy and state regulations
• Process 1099 and W-8 payrolls, ensuring compliance with documentation and reporting standards
• Manage and pay utility bills, business license renewals, and other recurring property-related expenses.
• Budget available funds and receivables to meet monthly operational and nonrecurring payables, requesting CEO approval for prioritization as necessary. .
• Record and complete all transactions in AppFolio and ensure accuracy of financial records.

HR and Operations Support

• Monitor and record staff attendance and time-off requests in accordance with company policy.
• Assist in maintaining accurate personnel and payroll documentation.
• Support recruitment, onboarding, and HR coordination tasks as needed.
• Contribute to staff communication, scheduling, and project coordination for executive and management teams.

Compliance and External Coordination

• Handle communication and documentation related to Better Business Bureau (BBB) complaints and other regulatory matters.
• Monitor real estate assets and ensure timely payment of utilities, maintenance costs, taxes, licenses and related obligations.
• Maintain organized records of all licenses, renewals, and compliance-related documentation for the company and its managed entities.

Professional Standards

• Represent the company with integrity, professionalism, and discretion at all times.
• Demonstrate strong attention to detail, organization, and problem-solving skills in a fast-paced environment.
• Uphold confidentiality in all financial, operational, and personnel matters.
• Support continuous improvement initiatives and help strengthen organizational efficiency.

Qualifications:

• Proven experience as an Executive Assistant, Financial or Transactions Coordinator, or similar administrative leadership role.
• Strong knowledge of property management, accounts payable, and financial documentation processes.
• Experience using AppFolio, Veem, and other business or financial systems.
• Excellent written and verbal communication skills.
• High attention to detail, accuracy, and discretion in managing sensitive information. ● Strong organizational, analytical, and multitasking abilities.

Job Type: Full-time

Pay: Up to Php35,500.00 per month

Benefits:

• Work from home

Work Location: Remote