Property Management Operations & Administrative Assistant

JOB TITLE:

Operations and Administrative Assistant

COMPENSATION: $55,000 to $75,000 annually, depending on experience

WORK SCHEDULE:

In-office position, Monday through Friday

REPORTS TO:

Administrator

We are a family-owned real estate investment firm specializing in small to mid-sized commercial industrial warehouses and flex properties in the San Gabriel Valley. Our La Jolla office functions as both the operational headquarters and the family office. As we transition operations back in-house, we are building a professional, organized, and supportive team environment. We are seeking a dependable and detail-oriented Operations and Administrative Assistant to support office operations, property management activities, and family office administration.

This role is central to keeping our office and property operations running smoothly. You will provide daily administrative support, maintain organized systems, assist with tenant and vendor communications, and help manage both operational and family office tasks. This position is ideal for someone who enjoys being helpful, thrives in a structured environment, and can support several areas of the business with professionalism and discretion.

• Answer and route calls on the main office phone line with professionalism and warmth.
• Manage incoming and outgoing mail, packages, and general correspondence.

• Provide administrative support to the Administrator, executive team, and property operations team.
• Assist with scheduling, filing, scanning, document creation, correspondence, and office coordination.

• Assist with processing, organizing, and updating lease files, tenant correspondence, vendor contracts, insurance certificates, and compliance documents.
• Assist with organizing and managing tenant maintenance requests, including tracking, documentation, follow-up, and communication with vendors.
• Support tenant communication by preparing notices, letters, scheduling meetings, and maintaining communication logs.
• Help maintain spreadsheets, trackers, and digital filing systems related to the property portfolio.
• Assist with coordination of vendor appointments, inspections, and recurring maintenance schedules.
• Provide general support to the Property Manager and the operations team as needed.

• Assist with general family office administrative needs such as filing, recordkeeping, digital document organization, scanning, and scheduling.
• Support occasional errands or logistics tasks with professionalism and discretion.
• Maintain a high level of confidentiality at all times.

• Assist with basic accounts payable and accounts receivable tasks such as scanning invoices, verifying coding, organizing receipts, and maintaining vendor files.
• Support reconciliation processes by gathering documents or updating spreadsheets under the supervision of accounting staff.
• Ensure accuracy and confidentiality in all financial support activities.

• Maintain organized digital filing systems using Microsoft 365, SharePoint, Smartsheets, Docu Sign, and MRI.
• Format, create, update, and store documents with consistency and attention to detail.
• Support the implementation of standardized workflows and processes.

• Work closely with property management, asset management, accounting, and the family office to complete various administrative tasks.
• Assist with special projects, research, vendor coordination, and operational planning.
• Follow through on tasks and ensure timely completion of responsibilities.

• Proficiency with Microsoft 365 including Outlook, Word, Excel, and Teams.
• Ability to maintain and organize documents.
• Willingness to learn and implement workflows.

• Two to four years of administrative, office support, customer service, or operations support experience.
• Strong written and verbal communication skills.
• Highly organized with excellent attention to detail.
• Discreet, mature,…