Property Management Admin & Coordination Specialist

AppleOne Employment Services; Newport Beach (CA); On-site; USD 34,000 - 40,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

401k with 4% match

Office perks

Job summary

AppleOne Employment Services in Newport Beach is seeking an Administrative Assistant to support a diversified property management portfolio, including commercial buildings, vacation rentals, and a private event venue.

The role involves coordinating calendars, vendor communications, tenant needs, and follow-up across multiple property-related functions in a collaborative team environment.

Qualifications

• 3-5 years of administrative assistant experience
• Highly organized and detail-oriented
• Proficient in Excel, Word, and ERP systems

Responsibilities

• Support commercial property management operations for five buildings, including tenant requests, vendor coordination, daily property inspections, and maintenance scheduling.
• Coordinate recurring property services such as fire sprinkler inspections, window washing, HVAC maintenance, janitorial services, landscaping, and common area upkeep.
• Assist with tenant onboarding by ordering signage, issuing and programming key fobs, preparing spaces, and documenting tenant chargebacks for Accounts Receivable.
• Provide administrative support for vacation rental properties, including rental agreements, vendor coordination, payment processing, and calendar updates.
• Support private event venue rentals by preparing contracts, sending DocuSign agreements, processing payments, updating Excel calendars, coordinating cleaning vendors, and tracking Certificates of Insurance.
• Maintain accurate records, deadlines, calendars, photos, service documentation, and follow-up details to ensure smooth day-to-day operations.

Skills

Highly organized

Detail-oriented

Tools

Excel

Word

ERP systems

Job description

AppleOne Employment Services in Newport Beach is seeking an Administrative Assistant to support a diversified property management portfolio, including commercial buildings, vacation rentals, and a private event venue.

The role involves coordinating calendars, vendor communications, tenant needs, and follow-up across multiple property-related functions in a collaborative team environment.