Administrative Assistant (Property Management) Job at Hays, Irvine, CA

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  • Hays
  • Irvine, CA

Job Description

Your new company

Join a well‑established property management team supporting the daily operations of commercial buildings. This role offers a stable environment, hands‑on experience, and the opportunity to work closely with a collaborative management team.

Your new role

  • Answer phone calls and manage incoming mail
  • Process invoices, tenant bill-backs, and check requests
  • Review and track accounts payable accuracy
  • Assist with monthly rent roll and rent statements
  • Follow up with tenants on delinquencies and update AR notes
  • Prepare tenant notices for property activities and lease compliance
  • Monitor work orders and ensure timely completion
  • Prepare legal notices (e.g., 3-day notices, abandonment notices)
  • Support vendor bidding, contract setup, and new vendor onboarding
  • Coordinate tenant and vendor repair/maintenance needs
  • Assist with tenant move-ins, move-outs, and property inspections
  • Maintain tenant and vendor insurance certificates
  • Help with annual budget preparation and monthly reporting
  • Support tenant events and appreciation activities
  • Maintain fire/life safety and HVAC logs
  • Organize electronic files on the shared drive

What you'll need to succeed

  • 1–3 years of relevant administrative or property management experience
  • Strong computer skills, including MS Office (Word, Excel, Outlook)
  • High school diploma required; bachelor’s degree preferred
  • Strong communication, customer service, and multitasking abilities
  • Highly organized, detail-oriented, and able to work independently

What you'll get in return

  • Competitive compensation (DOE)
  • PTO, sick time, paid holidays, and flexible summer schedules
  • Medical, dental, vision, and life insurance
  • 401(k) plan
  • Supportive team environment with opportunities to grow

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.

Job Tags

Contract work, Summer work, Flexible hours

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