Administrative Assistant

Vaco by Highspring; Dana Point (CA); On-site; USD 42,000 - 52,000; Full time

Job summary

Vaco by Highspring in Dana Point, CA, is seeking an Administrative Assistant to support daily office operations for our real estate client. You will assist property management and operations teams, handle calls and emails, maintain filing systems, prepare documents, and coordinate meetings.

This role requires 2+ years' admin experience, strong MS Office skills, excellent communication, and superb organization.

Qualifications

• 2+ years of administrative, office support, or customer service experience.
• Experience supporting a real estate, property management, construction, or professional services environment preferred.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Excellent verbal and written communication skills
• Exceptional organizational skills and attention to detail
• Ability to prioritize multiple tasks and meet deadlines
• Professional demeanor with strong customer service skills
• Experience with property management software or CRM systems is a plus

Responsibilities

• Provide administrative support to property management and operations teams
• Answer and direct incoming phone calls and emails professionally
• Maintain electronic and physical filing systems, ensuring documentation is accurate and organized
• Prepare correspondence, reports, notices, and other business documents
• Coordinate meetings, calendars, and scheduling for team members
• Assist with invoice processing, data entry, and record maintenance
• Support vendor and tenant communications, responding to inquiries and routing requests as needed
• Track work orders, service requests, and project updates
• Maintain office supplies and assist with overall office operations
• Scan, upload, organize, and archive important documents
• Assist with special projects and provide general administrative support as needed

Skills

Microsoft Office Suite

Verbal communication

Written communication

Organizational skills

Multitasking

Customer service

Prioritization

Professional demeanor

Education

2+ years administrative experience

Tools

Property management software

CRM systems

Job description

Key Responsibilities

Our client, a growing company in the real estate industry, is seeking a detail-oriented and organized Administrative Assistant to support daily office operations and ensure a seamless experience for internal teams, tenants, vendors, and clients. This position is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and takes pride in providing exceptional administrative support.

Our client, a growing company in the real estate industry, is seeking a detail-oriented and organized Administrative Assistant to support daily office operations and ensure a seamless experience for internal teams, tenants, vendors, and clients. This position is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and takes pride in providing exceptional administrative support.

• Provide administrative support to property management and operations teams
• Answer and direct incoming phone calls and emails professionally
• Maintain electronic and physical filing systems, ensuring documentation is accurate and organized
• Prepare correspondence, reports, notices, and other business documents
• Coordinate meetings, calendars, and scheduling for team members
• Assist with invoice processing, data entry, and record maintenance
• Support vendor and tenant communications, responding to inquiries and routing requests as needed
• Track work orders, service requests, and project updates
• Maintain office supplies and assist with overall office operations
• Scan, upload, organize, and archive important documents
• Assist with special projects and provide general administrative support as needed

Qualifications

• 2+ years of administrative, office support, or customer service experience
• Experience supporting a real estate, property management, construction, or professional services environment preferred
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Excellent verbal and written communication skills
• Exceptional organizational skills and attention to detail
• Ability to prioritize multiple tasks and meet deadlines
• Professional demeanor with strong customer service skills
• Experience with property management software or CRM systems is a plus

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

· the individual's skill sets, experience and training;

· licensure and certification requirements;

· office location and other geographic considerations; and

· other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).