Junior Executive Assistant

Role

The Junior Executive Assistant keeps Upfrnt's office, books and people administration running day to day. The role combines executive and office support with hands-on accounting for Upfrnt's real estate activities — expenses, reconciliations and investor reporting — plus HR administration, payroll support and visa applications.

Detail

Title

Junior Executive Assistant (Accounts & HR)

Reports to

CFO / Group Accountant for accounts, CEO/ Country Head for admin & office

Supports

CEO and leadership team, operations, asset management and property teams

Type

Full-time

Location

Austin, Texas — hybrid, 4 days a week in the office

Employer

Upfrnt USA Inc

Upfrnt runs multifamily communities the way hospitality brands run properties. This is often the first person a visitor, caller, vendor or new hire meets, so Reliability, Trust and Care start here. The role suits someone early in their career with an accounting foundation who wants a clear path into executive support, finance or HR.

Responsibilities

Executive and team support

• Book meetings, rooms and travel within set guidelines and the travel policy.
• Run the front desk: greet visitors and direct them to the right person, following access guidance.
• Answer calls, route them or take accurate messages.
• Open, sort and distribute incoming mail and shared inboxes; draft replies to routine inquiries for review.

Accounts and finance

• Maintain accurate accounting records.
• Perform regular bank reconciliations: download bank transactions, match them against expenses and receipts, and investigate and resolve discrepancies.
• Reconcile in Xero: match bank feeds, code transactions correctly and keep ledgers up to date.
• Collect receipts and invoices, code expense claims and prepare them for payment authorisation.
• Manage accounts payable and receivable for vendors, contractors and service providers.
• Record, track and reconcile security deposits received and refunded, with the operations and accounting teams.
• Help prepare monthly, quarterly and annual financial statements
• Assist with budgeting and forecasting for property investments and operating costs.
• Support compliance with real estate tax, sales tax and other statutory requirements.
• Support investor reporting, including capital contributions, distributions and ROI calculations.
• Work with asset management and property teams to track financial performance.
• Liaise with auditors during annual audits and provide the documents they need.

HR support

• Maintain employee records and HR databases accurately and confidentially.
• Assist with payroll preparation and make sure salaries are paid on time.
• Create and maintain HR templates — letters, forms and standard documents — so processes stay consistent.
• Prepare onboarding packs and checklists: paperwork, equipment, system-access requests and first-week schedules.
• Prepare offboarding checklists and track return of equipment, keys and access removal.
• Prepare and complete employee visa applications, gathering the required supporting documents.
• Handle employee queries and provide day-to-day HR support.
• Schedule interviews and coordinate training and development programmes.

Office administration and meetings

• Order supplies, track stock and liaise with vendors and building management.
• File and retrieve documents, records and reports, keeping the records system tidy.
• Book rooms and arrange catering for internal and Advisory Board meetings; take notes and circulate action items.
• Provide clerical support to other teams.

Requirements

Must have

• Bachelor's degree in Accounting, Finance or a related field.
• 1–2 years in accounting, bookkeeping, administrative or office support roles.
• Hands-on experience with accounting software, ideally Xero; bank reconciliations and coding transactions.
• Detail-oriented with strong analytical skills
• Clear written and spoken English; good communication and stakeholder skills; professional on the phone and in person.
• Discretion with confidential financial, payroll and personnel information.
• Hospitality mindset: warm, helpful and visitor-first.
• Able to work from the Austin office 4 days a week.

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