Property Administrative Assistant

Job Summary
Provides comprehensive administrative support to the Property Management team, ensuring efficient daily operations and a high level of professionalism in all tenant and vendor interactions. Serves as a key point of contact for tenant requests, contract administration, reporting, and office coordination.

Key Responsibilities
Provide full administrative support including phone coverage, data entry, report preparation, filing, and correspondence distribution
Coordinate meetings, inspections, and special events as requested by Property Manager(s)
Assist with lease administration including tenant communications, insurance documentation, and compliance tracking
Prepare, code, and process invoices for Property Manager approval
Assist with bid proposals, service contracts, and vendor onboarding in accordance with company policies
Maintain contract files, certificates of insurance (COI), and tracking systems for renewals and expirations
Monitor and update work order systems; generate monthly status reports on tenant requests and maintenance issues
Maintain purchase order system and assist with expense tracking and check requests
Support preparation of monthly, quarterly, and annual property management reports and budgets
Process staff time reporting, tenant bill-backs, meter readings, and accounting submissions
Ensure office supply inventory is maintained and office operations run smoothly
Foster positive tenant and vendor relationships while ensuring timely follow-up on service requests
Maintain confidentiality of financial, tenant, and property records
Operate standard office systems and equipment including Microsoft Office Suite, phones, copiers, and filing systems
Core Competencies
Strong Communication (written and verbal)
Customer Service & Tenant Relations
Organization & Time Management
Attention to Detail
Multi-tasking in Fast-Paced Environments
Initiative & Problem Solving
Professionalism & Confidentiality
Qualifications
High School Diploma or GED required; Bachelor’s degree preferred
Prior administrative or customer service experience preferred (property management experience a plus)
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Ability to work independently and support multiple stakeholders
Strong ability to manage confidential information and deadlines
Work Environment & Physical Requirements
Office-based role in a professional environment
Frequent use of computers, phones, copiers, and filing systems
Ability to sit or stand for extended periods (up to ~85% of the workday)
Occasional walking between buildings and exposure to outdoor conditions
Ability to climb stairs or step stools when required

Equal Opportunity Employer / Disabled / Protected Veterans

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https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.