Administrative Assistant - Corporate Office

Westland Real Estate Group; Long Beach (CA); On-site; USD 29,000 - 33,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life Insurance

Disability Insurance

401(k) match

Paid vacation

Paid holidays

Rent discounts

Job summary

Westland Real Estate Group in Long Beach, CA is seeking an Administrative Assistant for the Corporate Office to support the Asset Manager and act as a hub for communications between property managers, accounting, vendors and investors.

Key duties include asset reporting, budgeting support, invoice coding, document management, tenant and vendor liaison, contract tracking, and meeting coordination. We offer a competitive benefits package with growth opportunities.

Qualifications

• 2+ years of administrative experience, preferably in real estate or property management.
• Proficiency in real estate management software.
• Strong Excel skills (pivot tables, lookups) and advanced MS Office.
• Excellent organizational and communication abilities.

Responsibilities

• Reporting & Analytics: assist in monthly, quarterly, and annual asset management reports, tracking KPIs.
• Financial Administration: help with budget preparation, code invoices, and research discrepancies in tenant receivables.
• Document Management: maintain organized files for leases, contracts, insurance, and warranties.
• Tenant & Vendor Liaison: act as a secondary contact for tenants and coordinate with vendors for bids.
• Compliance Tracking: monitor contract and insurance expirations to ensure portfolio compliance.
• Meeting Coordination: schedule and take minutes for property performance reviews and asset strategy meetings.

Skills

Excel

Real estate software

MS Office

Organizational skills

Communication

Tools

Real estate management software

Job description

Location: Long Beach, CA

Remote Status: On-Site

Job Id:1764

# of Openings:1

Job Summary

Job Title: Administrative Assistant - Corporate Office
Company: Westland Real Estate Group
Location: [Long Beach, CA]

Pay Scale: The reasonably expected hourly range for this position is $21.00 - $24.00 . This range is an estimate, and the actual starting pay will be based on factors such as the candidate's experience, skills, and qualifications.

The Administrative Assistant provides high-level support to the Asset Manager, helping to maximize the value and performance of a property portfolio. This role serves as a central hub for communication between property managers, accounting teams, vendors, and stakeholders.

Key Responsibilities

Reporting & Analytics: Assist in the preparation of monthly, quarterly, and annual asset management reports. This includes tracking Key Performance Indicators (KPIs) and maintaining property performance spreadsheets.

Financial Administration: Help with budget preparation, review and code invoices for approval, and research discrepancies in tenant receivables.

Document Management: Maintain organized digital and physical files for leases, service contracts, insurance certificates, and property warranties.

Tenant & Vendor Liaison: Act as a secondary point of contact for tenants regarding high-level issues and coordinate with vendors for property-wide service bids.

Compliance Tracking: Monitor expiration dates for contracts and insurance to ensure the portfolio remains compliant with local regulations and company policy.

Meeting Coordination: Schedule and take minutes for property performance reviews and asset strategy meetings.

Required Skills & Qualifications

Why Join the Westland Team?

We take pride in our team members and offer a comprehensive benefits package, including:

Industry Software: Proficiency in real estate management software

Advanced MS Office: Strong Excel skills (pivot tables, VLOOKUPs) are essential for managing financial data.

Organizational Prowess: Ability to juggle administrative tasks for multiple properties simultaneously.

Communication: Professional written and verbal skills for interacting with high-level executives and investors.

Experience: Usually requires 2+ years of administrative experience, preferably within real estate or property management.

• Medical, Dental, and Vision Insurance (with dependent coverage)
• Life Insurance and Disability Insurance
• 401(k) with a generous employer match
• 10 days of paid vacation to start
• Paid holidays
• Generous Rent Discounts at our properties!
• Equal Opportunity Employer: Westland Real Estate Group is an Equal Opportunity Employer and is committed to diversity and inclusion. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status.
• Fair Chance: In accordance with state and local laws, Westland Real Estate Group will consider qualified applicants with criminal histories for employment.
• ADA Compliance: We comply with all applicable provisions of the Americans with Disabilities Act (ADA) and will provide reasonable accommodations for qualified individuals with disabilities.
• At-Will Employment: Employment with Westland Real Estate Group is "at-will," meaning that either the employee or the company may terminate the employment relationship at any time, for any lawful reason, with or without cause or notice.
• Other Duties: This job description is not an employment contract and does not cover every task or duty. The employee may be required to perform other duties as assigned.