Real Estate Operations Admin

Vaco by Highspring; Dana Point (CA); On-site; USD 42,000 - 52,000; Full time

Job summary

Vaco by Highspring in Dana Point, CA, is seeking an Administrative Assistant to support daily office operations for our real estate client. You will assist property management and operations teams, handle calls and emails, maintain filing systems, prepare documents, and coordinate meetings.

This role requires 2+ years' admin experience, strong MS Office skills, excellent communication, and superb organization.

Qualifications

• 2+ years of administrative, office support, or customer service experience.
• Experience supporting a real estate, property management, construction, or professional services environment preferred.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Excellent verbal and written communication skills
• Exceptional organizational skills and attention to detail
• Ability to prioritize multiple tasks and meet deadlines
• Professional demeanor with strong customer service skills
• Experience with property management software or CRM systems is a plus

Responsibilities

• Provide administrative support to property management and operations teams
• Answer and direct incoming phone calls and emails professionally
• Maintain electronic and physical filing systems, ensuring documentation is accurate and organized
• Prepare correspondence, reports, notices, and other business documents
• Coordinate meetings, calendars, and scheduling for team members
• Assist with invoice processing, data entry, and record maintenance
• Support vendor and tenant communications, responding to inquiries and routing requests as needed
• Track work orders, service requests, and project updates
• Maintain office supplies and assist with overall office operations
• Scan, upload, organize, and archive important documents
• Assist with special projects and provide general administrative support as needed

Skills

Microsoft Office Suite

Verbal communication

Written communication

Organizational skills

Multitasking

Customer service

Prioritization

Professional demeanor

Education

2+ years administrative experience

Tools

Property management software

CRM systems

Job description

Vaco by Highspring in Dana Point, CA, is seeking an Administrative Assistant to support daily office operations for our real estate client. You will assist property management and operations teams, handle calls and emails, maintain filing systems, prepare documents, and coordinate meetings.

This role requires 2+ years' admin experience, strong MS Office skills, excellent communication, and superb organization.