Property Coordinator & Office Administrator - Newport Beach, CA - Onsite

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

Property Coordinator /Office Administrator - ONSITE

Position Overview

Our client in Newport Beach is seeking a highly organized and detail-oriented Property Coordinator / Office Administrator to support both property operations and office administration functions. This role is ideal for a proactive professional who enjoys managing multiple responsibilities, providing exceptional internal and external customer service, and contributing to a collaborative team environment.

Responsibilities

Property Coordination

• Code and process invoices
• Track and maintain insurance compliance
• Draft and distribute tenant communications
• Triage tenant requests and coordinate follow-up with appropriate team members
• Assist with scheduling and calendar management
• Maintain business licenses and related documentation
• Track recurring maintenance activities
• Manage rent reports and operational records
• Update asset management spreadsheets and reporting tools
• Distribute monthly financial reports
• Assist with vendor invoice processing and payment administration

Office Administration

• Answer and route incoming phone calls
• Greet and assist visitors
• Manage incoming and outgoing mail, deliveries, and packages
• Scan and organize company documentation and correspondence
• Maintain office and kitchen supplies
• Help ensure a professional and organized office environment
• Assist with company events and special projects
• Support collection and organization of tenant-related documentation
• Maintain electronic and paper filing systems

Qualifications

• 1–3 years of experience in office administration, property coordination, administrative support, or a related role
• 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
• Ability to prioritize multiple responsibilities in a fast-paced environment
• Strong attention to detail and follow-through
• Self-motivated with the ability to work independently and as part of a team

Preferred Qualifications

• Experience supporting property management, facilities, or real estate operations
• Experience with compliance tracking and vendor coordination
• Strong administrative and record-keeping skills

What’s Offered

• Competitive pay up to $32/hour
• Long-term contract opportunity
• Collaborative and professional work environment
• Opportunity to support a growing organization with a diverse portfolio of assets

Interested candidates are encouraged to apply today!