Administrative Assistant

Job Description

Job Description

We are looking for a highly organized Administrative Assistant to support daily operations across a multi-property real estate portfolio in California. This contract position is ideal for someone who can balance scheduling, communication, and office coordination in a fast-moving environment. The role requires strong judgment, attention to detail, and a service-focused approach when working with vendors, tenants, and internal team members.

Responsibilities:
• Coordinate schedules, meetings, and calendar updates to keep priorities aligned and daily activities running smoothly.
• Serve as a point of contact for tenant and vendor inquiries, ensuring timely follow-up and clear, attentive communication.
• Prepare reports, maintain records, and enter data accurately to support operational tracking and property-related administration.
• Assist with front office and reception-related tasks, including answering inbound calls and directing requests appropriately.
• Support the administration of multiple properties by organizing documents, monitoring tasks, and helping maintain efficient workflows.
• Work closely with team members to address issues, resolve administrative challenges, and keep assignments moving forward.
• Adapt to changing business needs and shifting deadlines while maintaining accuracy and a high level of responsiveness.• Proficiency with Microsoft Office, including Word, Excel, Outlook, and related administrative tools.
• Previous experience in administrative support, office coordination, or a similar business support role.
• Familiarity with property management software is preferred.
• Strong organizational skills with a high level of accuracy and attention to detail.
• Ability to communicate effectively with tenants, vendors, and internal stakeholders.
• A proactive mindset with sound problem-solving skills and the ability to manage competing priorities.
• Discretion and the ability to handle sensitive or confidential information responsibly.
• Collaborative approach with the flexibility to work effectively in a fast-paced environment.