Administrative Assistant

Job Title: Administrative

Employment Type: Full time

Job Summary:

We are seeking a highly organized, resourceful, and discreet Administrative Assistant to support a private property owner in managing multiple properties and assist in a 55+ community.. The ideal candidate will be proactive, tech-savvy, and able to handle a variety of tasks with minimal supervision, ensuring smooth operations and peace of mind for the property owner and company. Full time.

Key Responsibilities:

Property Management Support

Coordinate with tenants, contractors, and service providers for maintenance, repairs, and renovations.

Schedule regular inspections and ensure all properties are clean, secure, and well-maintained.

Handle utility bills, property taxes, insurance, vendor invoices and warranty companies with repairs.

Assist with property rentals (short-term or long-term), if applicable. Preparation of rental agreements, renter’s insurance, credit checks, and MLS listings.

Maintain filing systems for rental agreements, receipts, warranties, insurance, credit checks and legal documents.

Administrative Tasks

Respond to emails and phone calls on behalf of the property owner when requested. However, making sure the owner has approved any emails before they are sent out. Also, emails need to be followed up and respond to anything that needs attention.

Read, review and edit all of the owner’s emails and inquiries from potential renters. Making a list of inquiries and letting owner know as soon as possible.

Maintain budgets and track property-related expenses and income.

Research vendors, products, or travel destinations as requested.

Provide regular updates and reports to the property owner.

Responsible for all and any personal tasks or jobs which may be required for the owner.

Qualifications:

Proven experience as a Assistant, Executive Assistant, or Property Coordinator.

Strong organizational and time management skills.

Excellent communication and interpersonal abilities.

A self-starter who can anticipate and be self-directed, while still keeping owner abreast of new ideas, alternatives and solutions.

Tech-savvy with proficiency in Microsoft Office, Google Workspace, Google Drive, OneDrive or task management apps.

Typing at least 60 wpm.

Discretion and confidentiality are essential. Must sign confidentiality agreement.

Valid driver’s license and reliable transportation.

Hours are Monday through Friday with alternating Saturdays, daytime hours.

MUST live within 15-20 minutes of Anaheim Hills

Preferred:

Ability to work on Apple computer

Familiarity with smart home systems and maintenance protocols.

Flexibility to work occasional evenings/Saturdays.