Administrative Assistant - Property Management

Job Description

Job Description

Administrative Assistant

???? La Jolla, CA
???? $24 – $25 per hour + excellent benefits, paid time off, and 401(k) with match
???? Full-time, in-office

At F&F Properties , we’re a dynamic and growing property management company where every voice matters. We’re looking for a Administrative Assistant to join our Property Operations team in beautiful La Jolla .

If you’re detail-oriented, dependable, and enjoy working with great people in a fast-paced environment, this is the place for you. You’ll play an important role supporting our property operations, leasing processes, and resident services — and be part of a team that truly cares about delivering excellent results while having fun along the way.

At F&F, our employees fully embody and exemplify our Core Values in every aspect of their work, both within the organization and in interactions externally:

• 3D Customer Focus – Investors, Residents, and Fellow Employees. Treat them right. Do the right thing, plus 1!
• Fueled by Results – Be in it to win it. Own it. Best in class. Solutions-oriented.
• Urgent Attention to Consistency & Detail – Treat everything with necessary urgency and pay attention to accuracy and getting it right. Prioritize consistency and precision!
• Do the Necessary when Necessary – Work / Home life harmony. Sometimes work is going to require longer hours and sometimes this won’t be necessary. Handle it when it counts.
• Communicate with Purpose – Always be honest, forthright and audience-focused. Get to the point. Think before you email, think before you speak, think before you respond. Allow time for a meaningful response.

The Administrative Assistant works under the supervision of the Senior Property Manager to assist property managers, Leasing Agents, and residents throughout the portfolio. Responsibilities include general administration, leasing support, resident relations, fiscal oversight, and coordination of property operations. This position requires weekend shifts.

Leasing Support

Support leasing agents with marketing, showings, and new-resident paperwork.

Ensure applications and deposits follow company procedures and Fair Housing requirements.

Prepare leases and move-in documents; collect required signatures, SDG&E numbers, and renter’s insurance proof.

Complete rental applications within 72 hours and upload documents into management software and Dropbox.

Resident Management and Satisfaction

Provide responsive, professional service to residents with questions or concerns.

Maintain high standards of resident service and relations.

Prepare and deliver notices and other communications as needed.

Help ensure properties are clean, safe, and well-maintained; report and assist in resolving issues promptly.

Keep the Property Manager informed of resident issues or concerns.

Administrative Support

Process rental applications quickly and accurately.

Assist with move-in and move-out paperwork and inspections.

Audit and maintain complete resident records.

Support rent collection efforts and document payments.

Obtain proposals for property work, prepare renewal offers, and serve legal notices as directed.

Process Notices to Vacate and coordinate pre-move-out inspections.

Diligently document applicant and resident interactions in management software and Dropbox.

Adhere to Fair Housing, ADA, and safety policies.

Other Duties

Represent F&F Property Management, Inc. professionally in all interactions.

Communicate clearly and professionally in person, by phone, and via email.

Visit properties to serve notices, meet vendors, prepare move-ins and other duties as assigned.

Complete assigned training courses within required timeframes.

Promote F&F positively and encourage resident feedback and community engagement.

Perform other related duties as assigned.

Why Join Us

At F&F, you’ll be part of a collaborative, high-performance culture where hard work is recognized and your ideas matter. We offer competitive pay ($24 – $25 per hour), great benefits including paid time off, health insurance, and 401(k) with company match , and a fun and supportive work environment in La Jolla .

If you’re ready to grow with a company that values dedication, integrity, and doing the right thing — plus one — apply today and join the F&F family!

Requirements

Strong initiative and problem-solving skills.

Detail-oriented with excellent organization and follow-through.

Professional, courteous, and customer-focused.

Ability to work independently and as part of a team in a fast-paced environment.

Proven experience as an administrative assistant in a similar role.

Prior experience in the property management industry.

Bi-lingual preferred but not required.

Excellent organizational skills and attention to detail.

Strong communication and interpersonal skills.

Proficient in Microsoft Office Suite and property management software (experience with AppFolio is a plus).

Ability to manage multiple tasks and deadlines in a fast-paced environment.

Knowledge of property management or real estate is preferred but not required.

High school diploma or equivalent; additional qualification in business administration or related field is a plus.

Benefits

401(k)

401(k) matching

Dental insurance

Employee discount

Flexible spending account

Health insurance

Life insurance

Paid time off

Vision insurance