Job Overview The Property Management Administrative Coordinator is responsible for coordinating day-to-day office operations, assisting property managers, maintaining tenant and vendor files, managing document custodianship, and serving as a primary point of contact for routine inquiries. The ideal candidate is highly organized, detail-oriented, and possesses strong customer service, regulatory knowledge, dictation, and communication skills.

Key Responsibilities Tenant Communication & Customer Service:

Act as a first point of contact for incoming calls, emails, and walk-in inquiries from tenants, prospective renters, and vendors. Assist with routine tenant requests and relay important notices.

Compliance & Regulatory Coordination:

Coordinate with the Residential Manager to ensure strict operational compliance with company standard operating procedures (SOPs) as well as local, state, and federal California Tenant and Landlord laws.

Document Custodianship & Administrative Support:

Serve as the primary document custodian responsible for securely archiving, organizing, and safeguarding official property records, contracts, leases, and confidential files. Provide comprehensive general administrative support, including handling correspondence, calendar management, and preparing meeting summaries or notes.

Dictation & Correspondence Management:

Accurately take and transcribe dictation for executive correspondence, official notices, memos, and property management reports.

Maintenance Coordination:

Receive maintenance requests, log them into the property management software, prioritize urgent repairs, and schedule work orders with internal staff or third-party contractors. Follow up with tenants to ensure satisfaction.

Lease & Record Administration:

Prepare lease documents, renewal letters, and move-in/move-out packets. Maintain accurate physical and digital filing systems for tenant leases, vendor contracts, and property compliance records.

Financial & Accounting Support:

Process incoming rent payments, review tenant ledger accounts for discrepancies, code and process vendor invoices, and assist with general ledger data entry or monthly reports.

Office Operations:

Manage office inventory, order supplies, manage incoming and outgoing mail, and ensure general office equipment is operational.

Qualifications & Skills Experience:

1 to 3 years of administrative, clerical, document control, or customer service experience, with a strong preference for a background in California residential real estate or property management.

Education:

High school diploma required; Associate's or bachelor's degree in business administration, Real Estate, or a related field preferred.

Technical & Administrative Skills:

Proficiency in Microsoft Office Suite (Word, Excel, Outlook), strong typing/dictation speed and accuracy, and familiarity with property management software AppFolio. Expertise in electronic document custodianship and records management.

Knowledge Base:

Basic working knowledge of California Civil Code regarding landlord-tenant relationships, fair housing laws, record-retention requirements, and standard leasing guidelines.

Soft Skills:

Exceptional verbal and written communication, strong multitasking capabilities, high attention to detail, and the ability to handle confidential information and sensitive documents with strict discretion.

Pay:

$20.00 - $25.00 per hour

Benefits:

Dental insurance Health insurance

Work Location:

In person