Administrative Assistant

JOB SUMMARY:Provide day-to-day administrative support to the Sales & Leasing team (VP, Property Manager, and Assistant Property Manager). The position shall report directly to the Vice President of Sales & Leasing team.ESSENTIAL FUNCTIONS:1. Work directly with the Sales & Leasing team in all aspects of the administrative duties.2. Draft new leases and lease renewals for new and/or existing tenants.3. Liaise with legal counsel for legal matters pertaining to rental or sales questions.4. Prepare welcome packets for new tenants and move-out paperwork for existing tenants.5. Handle advertising of property listing online.6. Correspond with potential tenants and/or brokers as inquiries populate in a timely manner.7. Coordinate showing/tour and move-in/move-out schedules for the S&L team.8. Assist and review tenant applications as they come in through Yardi/or other online platforms.9. Take detailed notes during all meetings.10. Generate sales and leasing market reports.11. Correspondence with tenants via email, text and/or phone.12. Relay repair requests or tenant issues to appropriate property managers.13. Take weekly progress photos of the new development sites.14.Maintain filing and distribution of all paper and/or electronic records related to the various services, contracts between tenants, vendors, and trades.15. Works independently and within a team on special nonrecurring and ongoing projects.16. Prepare closing documents.17. Notarize documents as needed (if the person is a notary public).18. Planning events for the office as needed.19. Coordinate business travel plans/business functions for the VP or team member.20. Other duties as assigned.MINIMUM EDUCATION/EXPERIENCE:Must meet the following:1. College Degree2. One or two plus years of proven administrative experience.3. An interest in property management, sales and leasing.OTHER REQUIREMENTS:1. High level of proficiency using Microsoft office including Word and Excel.2. Excellent written, verbal, and interpersonal communication skills.3. Excellent organizational skills.4. Experience with calendar management, event planning and travel arrangements.PREFERENCES:1. Associate or bachelors degree preferred.2. Experience supporting executive management team.3. Experience with using the Yardi software4. Licensed Notary Public or interest in getting the Notary Public licenseGENERAL REQUIREMENTS:1. Strong organization and time management skills.2. High level of proficiency using Microsoft office including Word and Excel.3. Able to deal effectively with multiple priorities.4. Exercise a high degree of independent judgment and problem-solving skills.5. Strong communication skills, both oral and written.6. Ability to maintain confidentiality.7. Participate in quality assurance programs to ensure that quality standards are met.8. Strong analytical and problem-solving skills with ability to provide two or more options for problem solving.9. Strong partnership and in-depth understanding of the customers business and current issues.All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Created: 2025-07-15