Administrative Assistant

Lincoln Property Company; Santa Ana (CA); On-site; USD 46,356 - 49,676; Full time

Job summary

A property management company seeks an Administrative Assistant in Santa Ana, CA. The role involves supporting the General Manager and handling office administration, tenant interaction, and financial documentation. Candidates should possess a high school diploma with at least 2–3 years of customer service experience, along with proficiency in Yardi/MRI and MS Office. This position is fully in-office with no remote work options and requires a detail-oriented individual capable of managing multiple tasks effectively.

Qualifications

• High school diploma; Associate degree preferred or equivalent work experience.
• Minimum of 2–3 years of customer service experience.
• Experience with Yardi/MRI.
• Must be able and willing to work varying schedules.
• Comfortable working in a fast-paced environment.
• Strong attention to detail and ability to follow procedures.

Responsibilities

• General office administration including ordering supplies and mail distribution.
• Maintain tenant contact and manage insurance documentation.
• Coordinate tenant or contractor activities as needed.
• Handle customer inquiries and maintain a safe office environment.

Skills

Customer service experience

Interpersonal skills

Organizational skills

MS Office proficiency

Attention to detail

Education

High school diploma; Associate degree preferred

Tools

Yardi/MRI

Job description

Administrative Assistant – Lincoln Property Company

About the Role

The Administrative Assistant keeps official records and executes in accordance with established standard operation procedures in conjunction with other management and staff. Provides administrative support to the General Manager and department managers.

Responsibilities

• General office administration including but not limited to ordering office supplies, receiving and distributing mail, overseeing shipping and postage for the office, and maintaining office equipment while upholding a safe and clean office environment, greeting and directing visitors, answering phone calls and referring inquiries to correct office personnel.
• Maintain tenant contact.
• Manage and maintain insurance documentation for mall tenants and contractors performing work on property in compliance with the requirements outlined in the lease or corporate.
• Coordinate before/after hour tenant or contractor activities.
• Accept and document all rent payments received in management office and send to appropriate accounting.
• Collect and maintain customer traffic numbers for the center, including monthly reporting.
• Organize lease files and documentation for the property in accordance with policy.
• Maintain controlled access by issuing visitor badges and verifying insurance requirements.
• Keep Emergency Communication System for tenants and staff up to date.
• Respond promptly to customer needs and to requests for service.
• Review monthly rent roll, issue manual bills for charge‑backs and coordinate posting with Accounting Department.
• Collect and input tenant sales into Yardi/MRI.
• Generate and submit new vendor request forms.
• Accounts Payable: review, code and submit invoices.
• Submit open/close notices for store openings.
• Accounts Receivable: follow up with local/regional tenants on past‑due balances.
• Prepare correspondence as directed – tenant notices, late letters, etc.
• Maintain asset register to complete personal property tax filings.
• Maintain Office of Foreign Assets Control (OFAC) search files.
• Monitor utility invoices and respond to Energy Management Consultant (Engie) for exceptions.
• Participate in annual property strategic and initiative goal‑setting.
• Perform other duties as assigned.

Qualifications

• High school diploma; Associate degree preferred or equivalent work experience.
• Minimum of 2–3 years of customer service experience.
• Experience with Yardi/MRI.
• Must be able and willing to work varying schedules, which may include public holidays.
• Comfortable working in a fast‑paced, highly dynamic environment.
• Excellent interpersonal, organizational, time‑management, verbal, and written communication skills.
• Ability to work and learn independently and in a team; self‑motivated, proactive, with a positive attitude.
• Manages competing demands; able to deal with frequent change, delays, or unexpected events.
• Strong attention to detail and ability to follow procedures.
• Proficiency in MS Office programs (Outlook, Word, Excel) and basic office support skills (telephone, filing, data entry) and basic math skills.
• Patience and listening skills to respond appropriately and interact positively with upset individuals.
• Interpersonal skills to create a pleasant experience for all customers.
• Must maintain the highest level of confidentiality; keep internal information and records confidential.
• Attendance and punctuality – consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

Physical Demands

• Occasionally lift and/or move up to 30 lbs.
• Regularly required to stand, walk, handle small objects, reach, talk and hear.
• Occasionally required to climb or balance; stoop, kneel, crouch, or crawl; taste or smell as needed.
• View data and figures, transcribe information, and use computer terminal.

Additional Information

Pay Range: $33.65 USD – $36.06 USD. This position is 100% in‑office. The role requires working in office during standard business hours. Remote work or telecommuting is not an option.

All job offers are contingent on completion of a background check and proof of eligibility to work in the United States.

Equal Opportunity Employer

Centennial ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation, or disability.