Discreet Property Admin & Coordination Specialist

Palacio Senior Apartments; Anaheim (CA); On-site; USD 42,000 - 52,000; Full time

Job summary

Palacio Senior Apartments is seeking an organized Administrative Assistant to support a private property owner across multiple properties in a 55+ community. The role requires discretion, proactive planning, and tech-savvy skills to manage emails, reports, budgets, and vendor communications.

The candidate will coordinate with tenants, contractors, and service providers, oversee rentals and inspections, and maintain rigorous filing and expense tracking.

Qualifications

• Proven experience as an Assistant, Executive Assistant, or Property Coordinator.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• A self‑starter who can anticipate and direct while keeping the owner informed.
• Tech‑savvy with proficiency in Microsoft Office, Google Workspace, Drive/OneDrive or related apps.
• Typing speed of at least 60 wpm.
• Discretion and confidentiality are essential; must sign confidentiality agreement.
• Valid driver’s license and reliable transportation.
• Hours are Monday through Friday with alternating Saturdays, daytime hours.
• Must live within 15-20 minutes of Anaheim Hills.

Responsibilities

• Coordinate with tenants, contractors, and service providers for maintenance, repairs, and renovations.
• Schedule regular inspections and ensure properties are clean, secure, and well-maintained.
• Handle utility bills, property taxes, insurance, vendor invoices and warranty issues.
• Assist with property rentals (short-term or long-term) including rental agreements, insurance, credit checks, MLS listings.
• Maintain filing systems for rental agreements, receipts, warranties, insurance, credit checks and legal documents.
• Respond to emails and phone calls on behalf of the owner with approval workflow.
• Read, review and edit owner inquiries; list inquiries and inform owner promptly.
• Maintain budgets and track property-related expenses and income.
• Research vendors, products, or travel destinations as requested.
• Provide regular updates and reports to the owner.
• Perform any personal tasks as required by the owner.

Skills

Organization

Time management

Communication

Self-starter

Tech-savvy

Typing

Confidentiality

Driver's license

Tools

Microsoft Office

Google Workspace

Google Drive

OneDrive

Job description

Palacio Senior Apartments is seeking an organized Administrative Assistant to support a private property owner across multiple properties in a 55+ community. The role requires discretion, proactive planning, and tech-savvy skills to manage emails, reports, budgets, and vendor communications.

The candidate will coordinate with tenants, contractors, and service providers, oversee rentals and inspections, and maintain rigorous filing and expense tracking.