Property Administrator (Part-time) (48944)

Two Coast Living; San Jose (CA); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) plan with auto-enrollment after

Paid vacation and holidays

Job summary

Two Coast Living is seeking a Property Administrator to serve as the operational backbone of a multifamily community. You will handle administration, finances, and compliance while delivering outstanding resident service.

Work closely with the Property Manager, support lease files, audits, and owner reporting, and coordinate with maintenance and vendors to keep operations smooth. The role emphasizes organizational excellence, confidential handling of information, and a proactive mindset to

Qualifications

• Excellent verbal and written communication; accuracy and professionalism
• Discretion with sensitive information and confidentiality
• Strong organizational skills with ability to manage multiple priorities
• Experience with social media and review management tools a plus
• Experience in customer service or communications field preferred

Responsibilities

• Manage daily administrative operations and office records to ensure deadlines are met
• Assist with rent collections, invoicing, deposits, reporting, and budgeting
• Maintain lease documentation, compliance files, and audit-ready records
• Provide exceptional resident and vendor service from move-in to move-out
• Coordinate with maintenance team and manage work orders and vendor communication
• Support Property Manager with reporting, special projects, and day-to-day tasks

Skills

Communication skills

Organizational skills

Time management

Customer service

Social media

Confidentiality

Education

Bachelor's degree in business administration

Tools

Entrata

Microsoft Office

Job description

PROPERTY ADMINISTRATOR – THE ORGANIZATIONAL HEART OF THE COMMUNITY

As a Property Administrator, you'll be the operational backbone of one of our multifamily communities. Working alongside the Property Manager, you'll oversee the administrative, financial, and compliance functions that keep the property running efficiently while providing exceptional service to residents, vendors, and your on-site team.

What You'll Be Doing

• Administrative Expert – Keep the office running efficiently by managing daily administrative operations, maintaining organized records, processing paperwork, and ensuring deadlines never slip.
• Eye For Detail - Conduct unit walk-throughs after move-outs, notating and reporting unit conditions.
• Financial Coordinator – Assist with rent collections, delinquency management, invoice processing, deposits, reporting, budgets, and other financial functions that support the success of the community.
• Compliance Champion – Maintain resident files, oversee lease documentation, assist with affordable housing compliance, and ensure records remain accurate, complete, and audit-ready.
• Resident Support Professional – Provide exceptional customer service by assisting residents with questions, resolving concerns, and creating a positive experience from move-in through move-out.
• Maintenance Coordinator – Partner with the maintenance team to monitor work orders, coordinate vendor communication, track apartment readiness, and ensure timely follow-up.
• Property Manager's Right Hand – Support the Property Manager with reporting, operational initiatives, special projects, and the day-to-day business functions that keep the community operating at its best.
• Office Problem Solver – Anticipate needs, improve processes, and find solutions that make life easier for residents, teammates, and leadership alike.

What We Offer

• A Career with Growth – Whether you're interested in operations, accounting, compliance, or property management, we'll provide opportunities to continue growing your career.
• Full-Time Stability – Work on our busiest days, including Fridays, Saturdays, and occasional Sundays and holidays to best serve our residents.
• Benefits That Matter – Medical, dental, vision, life insurance, and a 401(k) plan with auto-enrollment after 60 days.
• Time to Recharge – Vacation time, paid sick leave, and paid holidays to help you maintain work-life balance.
• Supportive Leadership – Join a collaborative team where your contributions are valued and your success is celebrated.

What We're Looking For

• Administrative Professional – You have experience managing office operations, staying organized, and balancing multiple priorities with accuracy and efficiency.
• Property Management Experience Preferred – Previous multifamily property management experience is highly preferred and will help you hit the ground running.
• Affordable Housing Experience – Experience with Section 8/Housing Choice Voucher (HCV) programs, including certifications, recertifications, income verification, and compliance documentation, is highly preferred.
• Financially Minded – Comfortable with rent collections, reporting, invoice processing, budgeting, and the financial side of property operations.
• Organized & Detail-Oriented – Accuracy is your superpower. You stay ahead of deadlines, keep exceptional records, and never overlook the details.
• Customer-Focused – You genuinely enjoy helping people and creating a professional, responsive experience for residents and vendors.
• Strong Communicator – Whether you're working with residents, vendors, or your teammates, you communicate clearly, confidently, and professionally.
• Tech Comfortable – Experience with property management software (such as Entrata), Microsoft Office, and other digital tools that keep operations running smoothly.
• Positive & Proactive – You take initiative, embrace challenges, and bring solutions, not problems.

This is more than an administrative position—it's an opportunity to become the organizational engine behind a successful apartment community.

If you're detail-oriented, people-focused, and passionate about keeping operations running smoothly, we'd love to welcome you to Two Coast Living.

Qualifications

Required Skills and Abilities

• Excellent verbal and written communication skills with the ability to write and speak clearly and free of typos or grammatical mistakes
• Treats everyone with respect and dignity, accepts responsibility and takes ownership of tasks, follows through on commitments, and maintains confidentiality
• Excellent organizational skills and attention to detail, strong time management skills with a proven ability to meet goals and deadlines
• Proficiency in using social media platforms and review management tools
• Experience in customer service, communications, or a related field.
• Ability to function well in a fast-paced, high-volume environment
• Proficient with Microsoft Office Suite or related software

Education And Experience

• Proven experience in an administrative support role in a professional office environment
• Discretion and confidentiality when handling sensitive information
• A bachelor's degree in business administration or a related field is preferred

Physical Requirements

• Expected work hours: 9:00 to 5:00, Monday through Friday, with occasional weekends
• Travel: None
• Work environment and physical demands: General office environment
• FLSA Status: Nonexempt

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, and responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

Two Coast Living is an Equal Opportunity Employer.

We will consider all qualified Applicants, including those with Criminal Histories, for employment in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.