Property Management Admin Specialist

Vestar Properties Inc; West Hollywood (CA); On-site; USD 39,000 - 41,000; Full time

Job summary

Vestar Properties Inc. is seeking an Administrative Assistant in West Hollywood, CA. This full-time role provides general administrative support for assigned staff in a commercial real estate field office, under limited supervision.

The position involves coordinating tenant requests, handling calls, organizing office operations, processing invoices, and supporting property management with various administrative tasks to ensure smooth building operations.

Qualifications

• Knowledge of office and accounting procedures.
• 2-3 years administrative experience in a commercial office environment.
• Strong ability to work independently; ability to research and problem solve.
• Demonstrated knowledge of phone and email procedures and etiquette.
• Ability to prioritize and meet deadlines.
• Strong attention to detail.

Responsibilities

• Assist Property Management with day-to-day operations and tenant relations through the coordination of tenant requests and administration of maintenance services.
• Answer and route phone calls from tenants and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
• Handle tenant, vendor and prospective tenant walk-ins.
• Contribute toward overall office operational needs by helping to provide phone coverage, ordering supplies, stocking the coffee area, and organizing front and back of office.
• Collect mail and scan invoices into the Avid system.
• Code all invoices; except legal, leasing, and job cost invoices.
• Complete mailings and prepare FedEx packages.
• Provide tenants and vendors with assistance in scheduling building maintenance and general procedures.
• Provide support to Property Manager by producing, modifying and distributing various forms, spreadsheets, manuals, information packages, and miscellaneous type-written information.
• Create, update, and maintain property/tenant contact information spreadsheets.
• Maintain and update daily and emergency tenant contact lists and manuals.
• Maintain tenant contact information and after-hour access.
• Maintain and update insurance certificate files for all contractors performing work at the properties.
• Maintain all Tenant certificates of insurance and keep up to date.
• Maintain and update gross sales reporting for all tenants and all utility tracking spreadsheets.
• Review security reports and coordinate needed work requests with onsite staff.
• Assist with scheduling contractor work and coordinate with tenants.

Skills

Time management

Independent work

Detail oriented

Prioritization

Team player

Job description

Vestar Properties Inc. is seeking an Administrative Assistant in West Hollywood, CA. This full-time role provides general administrative support for assigned staff in a commercial real estate field office, under limited supervision.

The position involves coordinating tenant requests, handling calls, organizing office operations, processing invoices, and supporting property management with various administrative tasks to ensure smooth building operations.