Property Operations Assistant

Job Description

Job Description

Location: San Diego, CA 92131 (Scripps Ranch) – In Office range $22 - $26 hour

Company Overview:

Pacific Coast Commercial is a leading commercial real estate firm specializing in third-party management and advisory services. We are committed to delivering exceptional service and value to our clients and tenants while maintaining the highest standards of professionalism and integrity.

Position Overview:

We are seeking a highly organized and detail-oriented Property Administrator to join our team in a key support role. This position will primarily provide administrative assistance to the Vice President and Chief Executive Officer, along with broader support to the property management team as needed. The ideal candidate is proactive, dependable, and able to manage a variety of tasks with accuracy and professionalism in a fast-paced environment. A degree in Real Estate or a related field is preferred, but not required.

Key Responsibilities

1.Tenant Support & Communications

• Serve as the primary point of contact for tenant inquiries, service requests, and communications.
• Log, track, and follow up on tenant work orders to ensure timely resolution.
• Coordinate tenant notices, announcements, and routine communications with consistent, professional follow-up

2. Work Order & Maintenance Coordination

• Receive, input, and monitor maintenance requests through property management software.
• Coordinate with vendors and contractors to schedule service calls and routine maintenance.
• Track work order completion, maintain proper documentation, and follow up on corrective actions from property inspections.

3. Administrative & Executive Support

• Provide direct administrative support to the Property Management VP and CEO, including scheduling, correspondence, and document preparation.
• Maintain electronic and physical filing systems for property records, leases, and vendor contracts.
• Prepare reports, meeting notes, presentations, and other documents as directed by leadership.

4. Data Entry & Record Keeping

• Maintain and update property databases, tenant information, and vendor records, including lease abstracts, insurance certificates, and compliance documentation.
• Track key dates such as lease expirations, insurance renewals, and contract terms.

5. Accounting & Invoice Support

• Process vendor invoices, ensuring proper coding, approvals, and resolution of discrepancies.
• Support monthly reporting by organizing documentation and tracking expenses against budget categories.

Qualifications:

• Bachelor's degree in Business Administration, Real Estate, or related field preferred.
• Real estate license preferred, but not required.
• 2+ years of administrative, customer service, or property management support experience preferred.
• Strong organizational skills with high attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with property management software (Yardi, MRI, Rent Manager, etc.) is a plus.
• Ability to multitask, prioritize, and work efficiently in a fast-paced environment.
• Positive attitude, team-oriented mindset, and willingness to learn.

Closing:

We offer competitive compensation and benefits, along with opportunities for professional growth and development. If you are detail-oriented, highly organized, and interested in building a career in commercial real estate, we want to hear from you!