Administrative Assistant

Optimus Property Management, Inc.; California; On-site; USD 42,000 - 52,000; Full time

Job summary

Optimus Property Management, Inc. is seeking an Administrative Assistant to support daily operations across administrative, property management, and accounting teams in Century City, CA.

You will work with the lead administrator to keep the office running smoothly from front desk coverage to notices and expense coding. The ideal candidate is detail-oriented, reliable, and able to handle a variety of tasks in a fast-paced environment.

Qualifications

• High school diploma or equivalent; an associate’s or bachelor’s degree is a plus.
• 1+ year of administrative, office, or front desk experience preferred.
• Property management or real estate office experience is a plus.
• Proficiency in Microsoft Office; DocuSign or RingCentral a plus but not required.
• Comfortable learning new software, including AI tools, to work more efficiently.
• Strong organizational skills and attention to detail.
• Professional, friendly phone and in-person manner.
• Ability to manage multiple priorities and shift between tasks.

Responsibilities

• Provide administrative support to the Principal and executive team.
• Answer calls, route inquiries, manage messages, and cover front desk duties as needed, including opening and closing the office.
• Prepare documents for DocuSign, coordinate notaries, order office supplies, and manage incoming shipments and deliveries.
• Handle office errands, including mail, package returns, event food pickups, and confidential shredding services.
• Assist with property transitions, tenant welcome packages, notices, and related administrative tasks.
• Prepare and distribute tenant notices, post Three-Day Notices, and process rent registrations and certificates of confirmation.
• Process incoming rent checks.
• Collect receipts and code American Express charges.
• Save and organize loan statements in OneDrive using company naming standards and AI tools.
• Ad hoc projects as assigned

Skills

Administrative support

Multitasking

Phone etiquette

Reliability

Education

High school diploma

Associate or bachelor's a plus

Tools

Microsoft Office

DocuSign

RingCentral

Job description

Description

Optimus Property Management, Inc. (www.opminc.com), a real estate investment and property management company based in Century City, CA, is seeking an Administrative Assistant to support daily office operations across our administrative, property management, and accounting teams. Working alongside our lead administrator, this role keeps the corporate office running smoothly, from front desk coverage and incoming shipments to tenant notices, property transitions, and expense coding.

This role is focused on organization, reliability, and follow-through. The ideal candidate is detail-oriented, comfortable handling a wide variety of tasks in a fast-paced environment, and takes pride in being someone the team can count on.

Schedule

Full-time, Non-Exempt, On-site

Requirements

• Provide administrative support to the Principal and executive team.
• Answer calls, route inquiries, manage messages, and cover front desk duties as needed, including opening and closing the office.
• Prepare documents for DocuSign, coordinate notaries, order office supplies, and manage incoming shipments and deliveries.
• Handle office errands, including mail, package returns, event food pickups, and confidential shredding services.
• Assist with property transitions, tenant welcome packages, notices, and related administrative tasks.
• Prepare and distribute tenant notices, post Three-Day Notices, and process rent registrations and certificates of confirmation.
• Process incoming rent checks.
• Collect receipts and code American Express charges.
• Save and organize loan statements in OneDrive using company naming standards and AI tools.
• Ad hoc projects as assigned

Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree a plus
• 1+ years of administrative, office, or front desk experience preferred
• Property management or real estate office experience a plus
• Proficiency in Microsoft Office Suite; experience with DocuSign or RingCentral a plus, but not required
• Comfortable learning new software, including AI tools, to work more efficiently
• Strong organizational skills and attention to detail
• Professional, friendly phone and in-person manner
• Ability to manage multiple priorities and shift between tasks throughout the day
• Valid California driver’s license, reliable transportation, and current auto insurance for local errands
• Ability to lift up to 20 pounds, with or without reasonable accommodation
• Must be authorized to work in the United States