Full time:
Job Title: Administrative Assistant - Commercial Real Estate Management
Overview: As an Administrative Assistant for our commercial real estate management
company, you will play a pivotal role in ensuring the smooth operation of our office and
providing essential support to our team of property managers, leasing agents, and other
staff members. You will be responsible for performing a variety of administrative tasks to
maintain efficient office procedures and support the day-to-day operations of our
properties.
Key Responsibilities:
1. Office Management:
Greet visitors, answer phone calls, and respond to emails in a professional
and timely manner.
2. Data Entry and Documentation:
Assist in maintaining and updating property management databases,
spreadsheets, and filing systems.
Prepare and modify documents including correspondence, reports, drafts,
memos, and emails.
Track and organize vendors insurance certificates prior to expirations.
3. Tenant and Client Relations:
Act as a point of contact for tenants and clients, addressing inquiries and
concerns with professionalism and efficiency.
Assist on lease administration with tenants according to the leases and
rules and regulations.
Assist in coordinating tenant move-ins, move-outs, and lease renewals as
necessary.
4. Financial Support:
Assist with accounts payable tasks, including processing invoices,
preparing checks for payment.
Maintain accurate records of financial transactions and reconcile
discrepancies as needed.
5. Property Management Support:
Support property managers with administrative tasks such as scheduling
appointments, preparing property reports, and organizing property
maintenance requests.
Assist in the coordination of property inspections and dispatching follow-up
work orders.
Verify completion and close of work orders.
Assist in requesting for proposals on capital projects and compile quote
comparison for review.
6. Assistance with Marketing and Leasing Activities:
Collaborate with leasing agents to prepare marketing materials, including
property listings, brochures, and advertisements.
Assist in scheduling property showings and tours for prospective tenants.
Qualifications:
High school diploma or equivalent; associate's or bachelor's degree preferred.
Proven experience as an administrative assistant or in a similar role, preferably in
the real estate industry.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and
AppFolio property management software.
Excellent communication and interpersonal skills, with a strong customer service
orientation.
Ability to prioritize tasks and manage time effectively in a fast-paced
environment.
Attention to detail and accuracy in data entry and documentation.
Knowledge of basic accounting principles and experience with financial recordkeeping.
Familiarity with commercial real estate terminology and practices is a plus.
Additional Requirements:
Willingness to adapt to changing priorities and take on new tasks as needed.
Ability to maintain confidentiality and handle sensitive information with
discretion.
Job Type: Full-time
Pay: $18.00 - $21.00 per hour
Benefits:
Schedule:
Experience:
- Customer service: 1 year (Preferred)
Ability to Commute:
Ability to Relocate:
- Orange, CA: Relocate before starting work (Required)
Work Location: In person