Administrative Assistant

AppleOne Employment Services; Newport Beach (CA); On-site; USD 34,000 - 40,000; Full time

Benefits offered by this job

Employer-paid health insurance

Dental and vision benefits

401k with 4% match

Job summary

AppleOne Employment Services in Newport Beach is seeking an organized Administrative Assistant for a temp-to-hire role supporting a diversified real estate portfolio including commercial buildings, vacation rentals, and a private event venue.

The successful candidate will join a small team, manage calendars, follow up on vendor activities, and ensure accurate records across property-related functions. This is ideal for an admin professional who thrives on variety and detail.

Qualifications

• 3–5 years of administrative assistant experience.
• Highly organized and detail-oriented.
• Proficient in Excel, Word, and ERP systems.

Responsibilities

• Support operations for five buildings, tenant requests, vendor coordination.
• Coordinate recurring services: fire sprinkler inspections, window washing, HVAC maintenance, janitorial, landscaping.
• Assist with tenant onboarding: signage, key fobs, spaces, tenant chargebacks.

Skills

Administrative experience

Organizational skills

Tools

Excel

Word

ERP systems

Job description

Job Summary

An established property management organization in Newport Beach is seeking a highly organized Administrative Assistant for a temp-to-hire opportunity. This role supports a diversified real estate portfolio that includes commercial buildings, vacation rentals, and a private event venue.

The Administrative Assistant will be an important part of a close-knit office team of 8, helping keep operations organized, vendors on schedule, tenant needs addressed, and calendars accurate. This is a great opportunity for an administrative professional who enjoys variety, takes pride in details, and wants to contribute to a stable organization with a collaborative team environment.

This position is well-suited for someone who thrives in a professional office setting, enjoys coordinating people and schedules, and can confidently manage follow-up, documentation, calendars, and vendor communication across multiple property-related functions.

Key Responsibilities

• Support commercial property management operations for five buildings, including tenant requests, vendor coordination, daily property inspections, and maintenance scheduling.
• Coordinate recurring property services such as fire sprinkler inspections, window washing, HVAC maintenance, janitorial services, landscaping, and common area upkeep.
• Assist with tenant onboarding by ordering signage, issuing and programming key fobs, preparing spaces, and documenting tenant chargebacks for Accounts Receivable.
• Provide administrative support for vacation rental properties, including rental agreements, vendor coordination, payment processing, and calendar updates.
• Support private event venue rentals by preparing contracts, sending DocuSign agreements, processing payments, updating Excel calendars, coordinating cleaning vendors, and tracking Certificates of Insurance.
• Maintain accurate records, deadlines, calendars, photos, service documentation, and follow-up details to ensure smooth day-to-day operations.

Compensation and Benefits

• $25.00 to $28.84 per hour.
• Temp-to-hire.
• Newport Beach, CA.
• Benefits include 100% employer-paid medical through BlueShield, dental, and a 401k with 4% match.
• Office perks include a stocked fridge, fruit, paper plates, air fryer, toaster, microwave, and espresso machine.

Qualifications

• 3-5 years of administrative assistant experience Highly organized and detail-oriented
• Proficient in Excel, Word, and ERP systems

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here: https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program. https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance.

For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.