Property Administrator

Ultimate Staffing; Costa Mesa (CA); On-site; USD 39,000 - 43,000; Full time

Job summary

Ultimate Staffing is seeking a highly organized Property Administrator to support daily property operations and office administration. You will multitask, deliver exceptional customer service, and collaborate with tenants, vendors, and internal teams.

This role offers a hands-on, fast-paced environment with opportunities to impact operations, compliance tracking, and vendor coordination. The hourly rate ranges from $28.00 to $31.00 depending on experience and responsibilities.

Qualifications

• 1-3 years of administrative, office support, or property coordination experience.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Customer service-focused with a professional demeanor.
• Experience with invoice processing and record management.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Detail-oriented with strong problem-solving skills.

Responsibilities

• Process invoices and maintain accurate records.
• Track insurance compliance and business license renewals.
• Coordinate tenant communications and respond to service requests.
• Assist with scheduling, reporting, and asset management tracking.
• Support vendor invoice processing and payment administration.
• Maintain organized property and vendor documentation.
• Answer incoming calls and greet visitors professionally.
• Manage incoming and outgoing mail, deliveries, and correspondence.
• Maintain filing systems and document organization.
• Order and manage office supplies and inventory.
• Ensure a professional and organized office environment.
• Assist with company events, special projects, and administrative tasks as needed.

Skills

Administrative experience

Organizational skills

Communication skills

Customer service

Invoice processing

Record management

MS Office

Tools

Microsoft Office

Job description

About the Opportunity

We are seeking a highly organized and detail-oriented Property Administrator to support daily property operations and office administration functions. This role is ideal for a proactive professional who enjoys multitasking, delivering exceptional customer service, and collaborating with internal teams, tenants, and vendors.

If you thrive in a fast-paced environment and take pride in keeping operations running smoothly, we'd love to hear from you.

Key Responsibilities

Property Administration

• Process invoices and maintain accurate records
• Track insurance compliance and business license renewals
• Coordinate tenant communications and respond to service requests
• Assist with scheduling, reporting, and asset management tracking
• Support vendor invoice processing and payment administration
• Maintain organized property and vendor documentation

Office Administration

• Answer incoming calls and greet visitors professionally
• Manage incoming and outgoing mail, deliveries, and correspondence
• Maintain filing systems and document organization
• Order and manage office supplies and inventory
• Ensure a professional and organized office environment
• Assist with company events, special projects, and administrative tasks as needed

Qualifications

• 1-3 years of administrative, office support, or property coordination experience
• Strong organizational skills with the ability to manage multiple priorities
• Excellent verbal and written communication skills
• Customer service-focused with a professional demeanor
• Experience with invoice processing and record management
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel
• Detail-oriented with strong problem-solving skills
• Ability to work independently and collaboratively within a team environment

Preferred Qualifications

• Property management, commercial real estate, or facilities support experience
• Experience tracking compliance documentation and business licenses
• Familiarity with vendor coordination and service management
• Exposure to property management software is a plus

This job will pay a range of $28.00 - $31.00 per hour.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.