Property Management Administrative Assistant

Job Title: Onsite Administrative Assistant
Location: Tacoma, WA
Supervisor: Portfolio Manager
Schedule: 32 hours weekly
Compensation: $28-$30/hour with full benefits

About the Role

The Onsite Administrative Assistant provides consistent, high-quality administrative support to a large community. This is a highly structured, routine-driven role focused on organization, communication, follow-through, and professionalism.

This position supports the Portfolio Manager by ensuring day-to-day administrative functions are handled efficiently, accurately, and with discretion. The role requires strong time management, clear communication, and the ability to engage professionally with a high-end ownership group.

The ideal candidate is reliable, detail-oriented, and composed-someone who follows through on commitments, maintains strong boundaries, and contributes positively to a team environment.

Key Responsibilities

Administrative Operations

• Manage daily administrative workflow, including email correspondence, tracking requests, and follow-ups
• Maintain organized records of owner communications, vendor coordination, and building activity
• Prepare and distribute routine communications in a clear, factual, and professional manner
• Track ongoing items and ensure timely completion; escalate issues to the Portfolio Manager as needed
• Support the Portfolio Manager by keeping them fully informed of updates, issues, and priorities

Owner & Community Support

• Serve as a professional and courteous point of contact for owners and residents
• Respond to inquiries promptly, accurately, and without editorializing-focused on facts, policies, and solutions
• Maintain a high level of professionalism when interacting with residents in a luxury community setting
• Assist with community room reservations, scheduling, and administrative coordination
• Support distribution and tracking of building access devices (FOBs/RFID)

Coordination & Follow-Up

• Coordinate scheduling for vendors, service providers, and routine building needs
• Track work orders, service requests, and recurring administrative processes
• Ensure all commitments-both internal and external-are completed as promised
• Maintain clear documentation of activities, communications, and outcomes

Administrative Time Management

• Maintain structured, uninterrupted administrative office hours dedicated to email management, documentation, and follow-up work
• Prioritize tasks effectively to ensure deadlines and service expectations are met
• Operate with strong discipline around workflow, organization, and task completion

Professional Standards & Expectations

• Communicates in a factual, calm, and respectful manner at all times
• Upholds strict professional boundaries.
• Demonstrates reliability and follow-through; does what they say they will do
• Maintains a positive, composed presence, solution-oriented mindset
• Represents Targa and the community with a high level of professionalism and discretion
• Contributes as a team-oriented, dependable team member

Qualifications

• Prior administrative experience required; skills in property management industry a plus.
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Ability to manage routine, process-driven work with consistency and accuracy
• Comfortable working with high-expectation clientele in a professional environment
• Proficient with email, calendars, property management system, and standard office systems

Work Environment

This is an onsite role within a large community, requiring regular interaction with residents, owners, vendors, and the Portfolio Manager. The position is primarily administrative and structured, with a strong emphasis on organization, consistency, and follow-through.

In addition to desk-based responsibilities, the Administrative Assistant is expected to conduct regular building walks to maintain awareness of the property's condition. This includes observing common areas, noting any visible issues or irregularities, and documenting and communicating findings to the Portfolio Manager for follow-up.

The role requires a balance of independent work and team coordination, with a disciplined approach to time management, including dedicated administrative office hours for uninterrupted email management and follow-up tasks.

About Targa Real Estate Services

Targa Real Estate Services is a full-service property management company serving multifamily, commercial, single-family, self-storage, and HOA communities. We are known for our strong operational systems, accountability, and commitment to delivering consistent, high-quality service.