Property Coordinator & Office Administrator - Onsite

Property Coordinator / Office Administrator - ONSITE

Position Overview

Our client in Newport Beach is seeking a highly organized and detail-oriented Property Coordinator / Office Administrator to support both property operations and office administration functions. This role is ideal for a proactive professional who enjoys managing multiple responsibilities, providing exceptional internal and external customer service, and contributing to a collaborative team environment.

Responsibilities

Property Coordination

• Code and process invoices
• Track and maintain insurance compliance
• Draft and distribute tenant communications
• Triage tenant requests and coordinate follow-up with appropriate team members
• Assist with scheduling and calendar management
• Maintain business licenses and related documentation
• Track recurring maintenance activities
• Manage rent reports and operational records
• Update asset management spreadsheets and reporting tools
• Distribute monthly financial reports
• Assist with vendor invoice processing and payment administration

Office Administration

• Answer and route incoming phone calls
• Greet and assist visitors
• Manage incoming and outgoing mail, deliveries, and packages
• Scan and organize company documentation and correspondence
• Maintain office and kitchen supplies
• Help ensure a professional and organized office environment
• Assist with company events and special projects
• Support collection and organization of tenant-related documentation
• Maintain electronic and paper filing systems

Qualifications

• 1-3 years of experience in office administration, property coordination, administrative support, or a related role
• Strong organizational, time management, and multitasking skills
• Excellent written and verbal communication abilities
• Familiarity with invoice processing and basic accounting principles
• Proficiency with Microsoft Office Suite
• Ability to prioritize multiple responsibilities in a fast-paced environment
• Strong attention to detail and follow-through
• Self-motivated with the ability to work independently and as part of a team

Preferred Qualifications

• Experience supporting property management, facilities, or real estate operations
• Experience with compliance tracking and vendor coordination
• Strong administrative and record-keeping skills

What's Offered

• Competitive pay up to $32/hour
• Long-term contract opportunity
• Collaborative and professional work environment
• Opportunity to support a growing organization with a diverse portfolio of assets

Interested candidates are encouraged to apply today!

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable …