Admin Assistant

Paragon Services, LLC; Las Vegas (NV); On-site; USD 42,000 - 56,000; Full time

Job summary

Paragon Services, LLC is seeking an Administrative Assistant to serve as the first point of contact for tenants, vendors, and guests while supporting the Property Management team in a fast-paced commercial CRE environment. Responsibilities include front-office operations, tenant communications, mail handling, accounts payable assistance, and coordination of vendor activities and property events.

Strong organizational and communication skills are essential, with 2+ years in admin or related roles

Qualifications

• 2+ years of administrative, office management, customer service, or property management experience preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
• Professional demeanor with a customer-service-focused approach.
• Experience in commercial real estate or property management is a plus.

Responsibilities

• Tenant & Customer Service Support: Serve as a primary point of contact for tenants, vendors, and visitors; Answer and route incoming calls; Assist with tenant requests and coordinate maintenance-related service needs; Maintain tenant contact information; Prepare and distribute tenant communications.
• Administrative & Office Operations: Manage front office operations and maintain a professional office environment; Manage supplies and filing systems; Collect and distribute mail; Complete mailings and administrative projects.
• Financial & Property Management Support: Assist with accounts payable processes, invoice coding, and payment tracking; Research payment issues; Maintain tenant gross sales reporting and utility tracking; Coordinate utility transfers for move-ins/outs.
• Vendor & Event Coordination: Track tenant/vendor insurance certificates; Draft vendor agreements; Coordinate signage and promotional materials; Support onsite property events and community activities.
• Qualifications: 2+ years experience in admin/office/customer service/property management; strong organizational skills; multitasking; strong communication; MS Office proficiency; CRE experience a plus.

Skills

Administrative experience

Customer service

Attention to detail

Organization

Time management

Communication skills

Tools

Outlook

Excel

Word

Teams

Job description

Description

As the Administrative Assistant, you will serve as the first point of contact for tenants, vendors, and guests while providing administrative support to the Property Management team. The ideal candidate is proactive, detail-oriented, enjoys multitasking, and thrives in a fast-paced commercial real estate environment.

Requirements

Key Responsibilities

Tenant & Customer Service Support

• Serve as a primary point of contact for tenants, vendors, and visitors.


• Answer and route incoming calls to the appropriate team members.


• Assist with tenant requests and coordinate maintenance-related service needs.


• Maintain accurate tenant contact information and records.


• Prepare and distribute tenant communications, welcome packets, notices, and correspondence.

Administrative & Office Operations

• Manage front office operations and ensure a professional office environment.


• Maintain office supplies, inventory, kitchen and coffee areas, and overall office organization.


• Collect and distribute mail and coordinate outgoing packages and FedEx shipments.


• Complete mailings and other administrative projects as assigned.


• Maintain organized digital and physical filing systems for leases, vendor contracts, insurance certificates, and property documents.

Financial & Property Management Support

• Assist with accounts payable processes, invoice coding, and payment tracking.


• Research and resolve payment and processing issues.


• Maintain tenant gross sales reporting and utility tracking records.


• Coordinate utility transfers for tenant move-ins and move-outs.


• Support managers with vendor scheduling, maintenance coordination, and property-related projects.

Vendor & Event Coordination

• Track and maintain tenant and vendor insurance certificates.


• Assist with drafting vendor agreements and contracts.


• Coordinate signage installation and promotional materials with maintenance and marketing teams.


• Support onsite property events and community engagement activities.

Qualifications

• 2+ years of administrative, office management, customer service, or property management experience preferred.


• Strong organizational skills with exceptional attention to detail.


• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.


• Excellent written and verbal communication skills.


• Proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and Teams.


• Professional demeanor with a customer-service-focused approach.


• Experience in commercial real estate or property management is a plus.