Property Coordinator & Office Administrator - Newport , CA - Onsite

Position Overview

Our client in Newport Beach is seeking a highly organized and detail-oriented Property Coordinator / Office Administrator to support both property operations and office administration functions. This role is ideal for a proactive professional who enjoys managing multiple responsibilities, providing exceptional internal and external customer service, and contributing to a collaborative team environment.

• Code and process invoices
• Track and maintain insurance compliance
• Draft and distribute tenant communications
• Triage tenant requests and coordinate follow‑up with appropriate team members
• Assist with scheduling and calendar management
• Maintain business licenses and related documentation
• Track recurring maintenance activities
• Manage rent reports and operational records
• Update asset management spreadsheets and reporting tools
• Distribute monthly financial reports
• Assist with vendor invoice processing and payment administration

• Answer and route incoming phone calls
• Greet and assist visitors
• Manage incoming and outgoing mail, deliveries, and packages
• Scan and organize company documentation and correspondence
• Maintain office and kitchen supplies
• Help ensure a professional and organized office environment
• Assist with company events and special projects
• Support collection and organization of tenant‑related documentation
• Maintain electronic and paper filing systems

• 1‑3 years of experience in office administration, property coordination, administrative support, or a related role
• Strong organizational, time management, and multitasking skills
• Excellent written and verbal communication abilities
• Familiarity with invoice processing and basic accounting principles
• Proficiency with Microsoft Office Suite
• Ability to prioritize multiple responsibilities in a fast‑paced environment
• Strong attention to detail and follow‑through
• Self‑motivated with the ability to work independently and as part of a team

• Experience supporting property management, facilities, or real estate operations
• Experience with compliance tracking and vendor coordination
• Strong administrative and record‑keeping skills

• Competitive pay up to $32/hour
• Long‑term contract opportunity
• Collaborative and professional work environment
• Opportunity to support a growing organization with a diverse portfolio of assets

Interested candidates are encouraged to apply today!

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.