Administrative Assistant

Vaco; Newport Beach (CA); On-site; USD 40,000 - 56,000; Full time

Job summary

Vaco in Newport Beach, CA is seeking a polished Administrative Assistant to support the office and operations team in a fast-paced real estate environment. This highly visible, customer-facing role provides day-to-day administrative support while helping ensure the office runs smoothly.

The ideal candidate is organized, detail-oriented, professional, and comfortable interacting with clients, vendors, and internal leadership in a corporate setting.

Qualifications

• Previous administrative, office support, or customer service experience.
• Real estate, property management, or professional services experience is a plus, but not required.
• Excellent verbal and written communication skills.
• Polished and professional demeanor with strong customer service skills.
• Strong organizational skills and attention to detail.
• Proficiency with general office systems, spreadsheets, and databases.
• Ability to manage multiple priorities and work effectively with different levels of the organization.
• Comfortable working 100% on-site in Newport Beach.
• Bachelor's degree preferred.

Responsibilities

• Provide general administrative and operational support to the team.
• Serve as an initial point of contact for clients, visitors, and vendors.
• Answer phones and assist with email and written correspondence.
• Coordinate customer requests and follow up to ensure timely resolution.
• Maintain electronic and paper filing systems.
• Update spreadsheets, databases, directories, and other records.
• Assist with office supply inventory and general office organization.
• Prepare notices, correspondence, and other administrative documents.
• Coordinate conference room and meeting space usage.
• Assist with access cards, keys, and other office-related requests.
• Provide support with vendor coordination and service requests.
• Assist with purchase orders and basic AP/AR-related administrative tasks as needed.
• Support office events and other special projects.
• Assist with employee and office setup as needed.

Skills

Administrative experience

Customer service

Organizational skills

Communication skills

Office software

Education

Bachelor's degree preferred

Tools

Excel

Database software

Job description

Position Overview

Our client, a well-established company in the real estate industry, is seeking a polished and professional Administrative Assistant to support their office and operations team. This is a highly visible, customer-facing position that will provide day-to-day administrative support while helping ensure the office runs smoothly.

The ideal candidate is organized, detail-oriented, professional, and comfortable interacting with clients, vendors, and internal leadership in a fast-paced corporate environment.

Key Responsibilities

• Provide general administrative and operational support to the team.
• Serve as an initial point of contact for clients, visitors, and vendors.
• Answer phones and assist with email and written correspondence.
• Coordinate customer requests and follow up to ensure timely resolution.
• Maintain electronic and paper filing systems.
• Update spreadsheets, databases, directories, and other records.
• Assist with office supply inventory and general office organization.
• Prepare notices, correspondence, and other administrative documents.
• Coordinate conference room and meeting space usage.
• Assist with access cards, keys, and other office-related requests.
• Provide support with vendor coordination and service requests.
• Assist with purchase orders and basic AP/AR-related administrative tasks as needed.
• Support office events and other special projects.
• Assist with employee and office setup as needed.

Qualifications

• Previous administrative, office support, or customer service experience.
• Real estate, property management, or professional services experience is a plus, but not required.
• Excellent verbal and written communication skills.
• Polished and professional demeanor with strong customer service skills.
• Strong organizational skills and attention to detail.
• Proficiency with general office systems, spreadsheets, and databases.
• Ability to manage multiple priorities and work effectively with different levels of the organization.
• Comfortable working 100% on-site in Newport Beach.
• Bachelor's degree preferred.

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.