Administrative Assistant - Commercial Property Management

About the Opportunity

We are seeking a highly organized and customer-focused Administrative Assistant to support the day-to-day operations of a commercial property management office. This role serves as a key point of contact for tenants, vendors, and internal stakeholders while providing administrative, operational, and basic accounting support.

The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced environment. This position requires strong customer service skills, the ability to manage multiple priorities, and a willingness to learn new systems and processes quickly.

Key Responsibilities

Tenant & Customer Service Support

• Serve as the primary point of contact for tenant inquiries, requests, and service-related issues.
• Respond to tenant communications via phone, email, and work order/ticketing systems.
• Coordinate follow-up activities and ensure timely resolution of tenant concerns.
• Build and maintain positive relationships with tenants, vendors, and visitors.
• Assist with tenant communications, notices, and property-related correspondence.

Administrative Operations

• Manage calendars, meetings, appointments, and office communications.
• Maintain office systems, records, filing systems, and supply inventory.
• Prepare correspondence, reports, spreadsheets, and presentations as needed.
• Coordinate special projects and events.
• Update and maintain vendor, tenant, and contact databases.
• Upload and organize documents including contracts, invoices, insurance certificates, and other operational records.
• Screen and route incoming calls and handle routine inquiries.

Property & Vendor Coordination

• Coordinate with vendors and contractors regarding maintenance, repairs, and construction-related activities.
• Assist with tracking vendor documentation, including certificates of insurance and compliance records.
• Support property operations by coordinating service providers and project-related activities.
• Assist with administrative needs related to multiple commercial properties and ongoing improvement projects.

Accounting & Financial Support

• Process and code invoices for approval and payment.
• Assist with accounts payable activities, including check runs and payment tracking.
• Support basic bookkeeping and financial record maintenance.
• Reconcile documentation and maintain organized financial files.
• Assist with budgeting, expense tracking, and other accounting-related administrative functions.

Qualifications

• 2+ years of administrative, office coordination, property management, or related experience.
• Strong customer service skills with the ability to communicate professionally and effectively.
• Experience supporting a fast-paced office environment with multiple priorities.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Experience with invoice processing, invoice coding, accounts payable, or basic accounting functions preferred.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Ability to learn new software systems and processes quickly.
• Experience working with vendors, contractors, or property operations is a plus.
• High level of professionalism and discretion when handling confidential information.

Preferred Qualifications

• Experience in commercial property management, real estate, facilities, or professional services environments.
• Familiarity with property management software platforms such as Prism, Angus, or similar systems.
• Experience supporting construction projects, facilities operations, or vendor management activities.
• Associate's or Bachelor's degree preferred but not required.

Schedule

Monday-Friday 8:00 am to 5:00 pm

Work Environment

Fully onsite position in a professional office setting with regular interaction with tenants, vendors, contractors, and internal stakeholders.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.