Administrative + Property Management Assistant

Job Description

Job Description

Position Overview

Imperial Properties is seeking a highly organized, motivated, and customer-focused Administrative & Property Management Assistant to join our growing team. As a full-service real estate office, we specialize in residential and multi-family real estate sales, and property management throughout Southern California.

The Administrative & Property Management Assistant serves as the first point of contact for clients, tenants, property owners, vendors, and real estate professionals while providing essential administrative support to our brokers, property managers, and office staff. This position plays a key role in maintaining efficient daily operations, delivering exceptional customer service, and supporting all aspects of our real estate and property management business.

This is an excellent opportunity for an individual who thrives in a fast-paced environment, enjoys helping people, and is looking to build a long-term career in the real estate industry.

Essential Duties & Responsibilities

Office Administration

• Greet clients, tenants, vendors, and visitors in a professional and welcoming manner.
• Answer and manage a multi-line phone system, directing calls and responding to inquiries promptly.
• Maintain an organized front office and reception area.
• Manage incoming and outgoing mail, and office supplies.
• Perform general administrative duties including filing, scanning, copying, data entry, and document preparation.
• Organize and maintain digital and physical filing systems for property management records, client files, and office operations.
• Assist with calendar management, scheduling appointments, inspections, meetings, and office activities.
• Prepare correspondence, reports, forms, and other business documents as needed.

Property Management Support

• Respond professionally to tenant, owner, and vendor inquiries via phone and email.
• Coordinate maintenance requests and schedule vendors for repairs, inspections, and preventative maintenance.
• Prepare lease documents, lease renewals, notices, move-in and move-out paperwork, and tenant correspondence.
• Track maintenance work orders and follow up to ensure timely completion.
• Maintain accurate tenant, owner, vendor, and property records.
• Coordinate property inspections and assist with compliance-related documentation.
• Assist with scheduling showings for available rental properties and maintaining leasing files.
• Attend rental showings and assist Agents as needed

Customer Service

• Deliver exceptional customer service to clients, tenants, property owners, applicants, vendors, and visitors.
• Respond to inquiries with professionalism, discretion, and a solutions-oriented attitude.
• Build positive relationships while maintaining confidentiality and handling sensitive information with care.

Technology & Office Systems

• Utilize Microsoft Office Suite, Google Workspace, and other office productivity software.
• Operate standard office equipment including printers, scanners, copiers, and multi-line phone systems.
• Assist with basic troubleshooting of office technology when needed.

Qualifications

• High school diploma or equivalent required; Associate's degree preferred.
• Minimum two years of administrative, office management, customer service, or property management experience preferred.
• Previous experience in property management, real estate, escrow, or a related industry is highly desirable.
• Bilingual in English and Spanish is required.
• Strong organizational and time management skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Professional phone etiquette and interpersonal skills.
• Ability to prioritize multiple tasks while meeting deadlines.
• Strong computer proficiency, including Microsoft Office Suite, Google Workspace, and accurate data entry.
• Valid California driver's license and reliable transportation preferred.

Desired Skills

• Exceptional customer service and relationship-building abilities.
• Strong organizational, problem-solving, and critical thinking skills.
• Ability to work independently and collaboratively within a team.
• Professionalism, integrity, and discretion when handling confidential information.
• Adaptability in a fast-paced environment with changing priorities.
• Positive attitude with a willingness to learn and grow.

Why Join Imperial Properties?

Imperial Properties has proudly served Southern California for over 25 years as a trusted, family-owned real estate brokerage. We provide comprehensive services in residential real estate and property management while building lasting relationships with our clients and communities.

We believe our success is built on professionalism, integrity, teamwork, exceptional customer service, and a commitment to excellence. If you are organized, motivated, and passionate about helping others while building a rewarding career in a dynamic real estate environment, we invite you to become part of our team.