Office Administrator - Property Maintenance Department

We are a mid-sized Property Management Company that services approximately 150 properties throughout Los Angeles County.

We are seeking a highly organized and detail-oriented Office Administrator to join our Property Maintenance Department. The ideal candidate will possess excellent communication and customer service skills, managing inquiries from property owners, tenants, and contractors with professionalism and efficiency. Bilingual communication skills, especially Spanish or Mandarin are considered a plus. Administrative and exceptional organizational skills are a must, as the role involves utilizing office software for data entry, maintaining filing systems, and being accountable for complex maintenance issues through to completion. Familiarity with AppFolio Property Management software is beneficial.

The successful candidate will have a foundational understanding of Property Maintenance issues and related terminology, enabling them to create and manage work orders effectively. Documentation skills are crucial, as the candidate will be responsible for the tracking and reporting of maintenance activities. Vendor management and budget awareness are also key aspects of the role, involving coordination with external vendors and contractors, managing contracts and basic understanding of the evaluation of expenses.

Adaptability and problem-solving capabilities are vital for this position, as the candidate will be handling multiple tasks simultaneously, adapting to changing priorities, and collaboratively identifying and resolving issues with the maintenance supervisor, company management, and clients.

1. Communication and Customer Service:

• Effective communication, both written and verbal
• Professional phone etiquette and email correspondence
• Handling inquiries from property owners, tenants, and vendors

2. Administrative and Organizational Proficiency:

• Proficient use of office software for data entry and record-keeping
• Exceptional organization skills and maintaining digital filing systems
• Discernment in prioritizing tasks, meeting deadlines, and managing vendor/tenant scheduling

3. Property Maintenance Knowledge and Documentation:

• Basic understanding of Property Maintenance issues, systems, and terminology
• Creating and managing work orders to completion

4. Vendor Management and Budget Awareness:

• Coordinating with external vendors
• Managing contracts and agreements for maintenance services from service request to scheduling, completion, and payment authorization.
• Understanding of how to evaluate bids and estimates

5. Adaptability and Problem Solving:

• Handing multiple tasks simultaneously and adapting to changing priorities
• Identifying and resolving routine issues related to Property Maintenance
• Collaborating with maintenance staff, management and owners to address challenges

Note: This job description is intended to provide a general overview of the position. It is not an exhaustive list of responsibilities, skills, duties, or requirements associated with the job.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience level:

• 2 years

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work setting:

• In-person
• Office

Ability to Relocate:

• Pasadena, CA 91101: Relocate before starting work (Required)

Work Location: In person