Onsite Property & Office Operations Coordinator

Vaco Recruiter Services; Irvine (CA); On-site; USD 26,174 - 44,083; Full time

Job summary

Vaco Recruiter Services is seeking a Property Coordinator / Office Administrator for an onsite role in Newport Beach. The position supports property operations and office administration, requiring strong organization and proactive cooperation within a team.

Responsibilities include managing invoices, insurance compliance, tenant communications, scheduling, and document control, while maintaining accurate records and a professional office environment.

Qualifications

• 1–3 years of experience in office administration, property coordination, or related roles.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication abilities.
• Familiarity with invoice processing and basic accounting principles.
• Proficiency with Microsoft Office Suite.

Responsibilities

• Code and process invoices and track payments.
• Track and maintain insurance compliance.
• Draft and distribute tenant communications.
• Triage tenant requests and coordinate follow-up with the team.
• Assist with scheduling and calendar management.
• Maintain licenses and related documentation.
• Distribute monthly financial reports.
• Assist with vendor invoices and payments.
• Answer and route calls and greet visitors.
• Manage mail, deliveries, and courier services.
• Scan and organize company documents and filing systems.
• Maintain office supplies and organize the office environment.

Skills

Organizational skills

Time management

Communication

Microsoft Office

Multitasking

Independent worker

Tools

Microsoft Office Suite

Job description

Vaco Recruiter Services is seeking a Property Coordinator / Office Administrator for an onsite role in Newport Beach. The position supports property operations and office administration, requiring strong organization and proactive cooperation within a team.

Responsibilities include managing invoices, insurance compliance, tenant communications, scheduling, and document control, while maintaining accurate records and a professional office environment.