Administrative Assistant - Commercial Property Management

About the Opportunity

We are seeking a highly organized and detail-oriented Administrative Assistant to support the daily operations of a commercial property management team. This position plays a critical role in ensuring efficient office operations by providing administrative, financial, and organizational support to property management professionals.

The ideal candidate is proactive, dependable, and thrives in a fast-paced environment. This role requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities while maintaining a high level of professionalism.

Key Responsibilities

Administrative & Office Support

• Provide administrative support to the property management team, including scheduling meetings, managing calendars, and coordinating appointments.
• Prepare correspondence, reports, presentations, spreadsheets, and other administrative documents.
• Maintain organized electronic and physical filing systems.
• Manage incoming phone calls, emails, mail, and general office communications.
• Coordinate office supplies, equipment, and other administrative resources.
• Assist with special projects, department initiatives, and operational reporting.
• Maintain and update tenant, vendor, and property records within company databases and systems.
• Organize and manage contracts, service agreements, insurance certificates, and other business records.

Property Management Administration

• Provide administrative support related to commercial property operations.
• Assist with preparing tenant correspondence, notices, and routine communications.
• Track and maintain property records, operational documentation, and compliance-related files.
• Support lease administration activities and document management processes.
• Assist with maintaining accurate vendor information and service records.
• Coordinate administrative aspects of maintenance projects and ongoing property improvement initiatives.
• Ensure documentation is complete, accurate, and properly maintained.

Accounting & Financial Support

• Process invoices and ensure proper coding for approval and payment.
• Support accounts payable functions, including payment tracking and invoice reconciliation.
• Maintain organized financial records and supporting documentation.
• Assist with budget tracking, expense reporting, and data entry.
• Prepare financial reports and summaries as requested by management.
• Support month-end administrative and accounting processes.

Customer Service & Coordination

• Respond professionally to routine tenant, vendor, and visitor inquiries.
• Assist with coordinating service requests and communicating updates as needed.
• Support relationship management efforts by providing timely and accurate information to stakeholders.
• Coordinate with vendors and contractors regarding scheduled services and documentation requirements.
• Foster positive relationships through professional communication and responsive support.

Qualifications

• 2+ years of administrative, office coordination, executive support, or related experience.
• Strong organizational and time-management skills with exceptional attention to detail.
• Experience supporting multiple priorities in a professional office environment.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with invoice processing, accounts payable, bookkeeping support, or related accounting functions preferred.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Self-motivated with strong problem-solving and follow-through skills.
• Experience in commercial real estate, property management, or professional services environments is a plus.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.