Administrative Assistant

Vaco Recruiter Services; Irvine (CA); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical, dental, and vision benefits

401(k) retirement plan

Discretionary bonuses

Job summary

Real Estate Firm in Irvine is seeking an organized Administrative Assistant to support office operations and the real estate team. You’ll manage calendars, answer calls and emails, coordinate with vendors and tenants, and help ensure the office runs smoothly.

Candidates should have 1–3+ years of administrative or office support experience, highly developed organizational skills, excellent written and verbal communication, and proficiency with Microsoft Office.

Qualifications

• 1–3+ years of administrative or office support experience (real estate a plus).
• Strong organizational skills and ability to multitask in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Detail-oriented with a high level of accuracy.

Responsibilities

• Provide daily administrative support to real estate managers and office leadership.
• Answer phone calls, emails, and tenant/vendor inquiries in a professional and timely manner.
• Coordinate service requests, maintenance needs, and vendor communication.
• Maintain accurate records for tenants, vendors, and property files.
• Assist with invoice processing, expense tracking, and basic accounting support.
• Support leasing activities by preparing documents, coordinating signatures, and maintaining files.
• Manage calendars, schedule meetings, and coordinate team activities.
• Help organize office events, meetings, and presentations.
• Maintain office supplies, handle incoming mail, and support overall office operations.
• Assist with reporting, data entry, and general administrative projects.

Skills

Administrative support

Multitasking

MS Office proficiency

Communication

Attention to detail

Tools

Microsoft Office

Job description

Our client, a well-established real estate firm, is seeking an organized and proactive Administrative Assistant to support their office operations and team. This role is ideal for someone who enjoys staying busy, juggling multiple priorities, and being the go-to person that keeps everything running smoothly.

You’ll work closely with real estate managers and agents, supporting day-to-day administrative functions, coordinating with vendors and tenants, and helping ensure the office stays organized and efficient.

Key Responsibilities

• Provide daily administrative support to real estate managers and office leadership
• Answer phone calls, emails, and tenant/vendor inquiries in a professional and timely manner
• Coordinate service requests, maintenance needs, and vendor communication
• Maintain accurate records for tenants, vendors, and property files
• Assist with invoice processing, expense tracking, and basic accounting support
• Support leasing activities by preparing documents, coordinating signatures, and maintaining files
• Manage calendars, schedule meetings, and coordinate team activities
• Help organize office events, meetings, and presentations
• Maintain office supplies, handle incoming mail, and support overall office operations
• Assist with reporting, data entry, and general administrative projects

Qualifications

• 1–3+ years of administrative or office support experience (real estate a plus)
• Strong organizational skills and ability to multitask in a fast-paced environment
• Excellent communication skills (written and verbal)
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Detail-oriented with a high level of accuracy
• Professional, dependable, and team-oriented mindset

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. 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. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.