Administrative Assistant

Palacio Senior Apartments; Anaheim (CA); On-site; USD 42,000 - 52,000; Full time

Job summary

Palacio Senior Apartments is seeking an organized Administrative Assistant to support a private property owner across multiple properties in a 55+ community. The role requires discretion, proactive planning, and tech-savvy skills to manage emails, reports, budgets, and vendor communications.

The candidate will coordinate with tenants, contractors, and service providers, oversee rentals and inspections, and maintain rigorous filing and expense tracking.

Qualifications

• Proven experience as an Assistant, Executive Assistant, or Property Coordinator.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• A self‑starter who can anticipate and direct while keeping the owner informed.
• Tech‑savvy with proficiency in Microsoft Office, Google Workspace, Drive/OneDrive or related apps.
• Typing speed of at least 60 wpm.
• Discretion and confidentiality are essential; must sign confidentiality agreement.
• Valid driver’s license and reliable transportation.
• Hours are Monday through Friday with alternating Saturdays, daytime hours.
• Must live within 15-20 minutes of Anaheim Hills.

Responsibilities

• Coordinate with tenants, contractors, and service providers for maintenance, repairs, and renovations.
• Schedule regular inspections and ensure properties are clean, secure, and well-maintained.
• Handle utility bills, property taxes, insurance, vendor invoices and warranty issues.
• Assist with property rentals (short-term or long-term) including rental agreements, insurance, credit checks, MLS listings.
• Maintain filing systems for rental agreements, receipts, warranties, insurance, credit checks and legal documents.
• Respond to emails and phone calls on behalf of the owner with approval workflow.
• Read, review and edit owner inquiries; list inquiries and inform owner promptly.
• Maintain budgets and track property-related expenses and income.
• Research vendors, products, or travel destinations as requested.
• Provide regular updates and reports to the owner.
• Perform any personal tasks as required by the owner.

Skills

Organization

Time management

Communication

Self-starter

Tech-savvy

Typing

Confidentiality

Driver's license

Tools

Microsoft Office

Google Workspace

Google Drive

OneDrive

Job description

Job Title: Administrative

Employment Type: Full time

Job Summary

We are seeking a highly organized, resourceful, and discreet Administrative Assistant to support a private property owner in managing multiple properties and assist in a 55+ community.. The ideal candidate will be proactive, tech-savvy, and able to handle a variety of tasks with minimal supervision, ensuring smooth operations and peace of mind for the property owner and company. Full time.

Key Responsibilities

Property Management Support

• Coordinate with tenants, contractors, and service providers for maintenance, repairs, and renovations.
• Schedule regular inspections and ensure all properties are clean, secure, and well-maintained.
• Handle utility bills, property taxes, insurance, vendor invoices and warranty companies with repairs.
• Assist with property rentals (short-term or long-term), if applicable. Preparation of rental agreements, renter’s insurance, credit checks, and MLS listings.
• Maintain filing systems for rental agreements, receipts, warranties, insurance, credit checks and legal documents.

Administrative Tasks

• Respond to emails and phone calls on behalf of the property owner when requested. Ensuring the owner has approved any emails before they are sent out. Also, emails need to be followed up and respond to anything that needs attention.
• Read, review and edit all of the owner’s emails and inquiries from potential renters. Making a list of inquiries and letting owner know as soon as possible.
• Maintain budgets and track property-related expenses and income.
• Research vendors, products, or travel destinations as requested.
• Provide regular updates and reports to the property owner.
• Responsible for all and any personal tasks or jobs which may be required for the owner.

Qualifications

• Proven experience as an Assistant, Executive Assistant, or Property Coordinator.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• A self‑starter who can anticipate and be self‑directed, while still keeping owner abreast of new ideas, alternatives and solutions.
• Tech‑savvy with proficiency in Microsoft Office, Google Workspace, Google Drive, OneDrive or task management apps.
• Typing at least 60 wpm.
• Discretion and confidentiality are essential. Must sign confidentiality agreement.
• Valid driver’s license and reliable transportation.
• Hours are Monday through Friday with alternating Saturdays, daytime hours.
• MUST live within 15-20 minutes of Anaheim Hills

Preferred

• Ability to work on Apple computer
• Familiarity with smart home systems and maintenance protocols.
• Flexibility to work occasional evenings/Saturdays.