Administrative Assistant - Commercial Department

Associa•Temecula, CA

8h•$23 - $25•Onsite

About The Position

The Administrative Assistant provides dedicated administrative and operational support to the Commercial Division, including commercial properties and commercial associations. Under moderate supervision, the position supports property managers and assists with communications involving owners, Board members, tenants, vendors, and internal departments. The role is responsible for accurate records, timely coordination, and follow-through on assigned administrative matters. This is an in-person, full-time position in a typical office environment, five days per week, Monday–Friday, from 8:30 a.m. to 4:30 p.m. The role reports to the Vice President – Commercial Division. Compensation is $23.00–$25.00 per hour; direct experience is highly considered.

Requirements

High school diploma or GED required.
At least one year of directly related or closely related administrative experience.
Proficiency with Microsoft Office applications, including Outlook, Word, and Excel, and ability to learn company-authorized software.
Excellent organization, accuracy, time management, and ability to manage competing priorities and deadlines.
Demonstrated accountability, initiative, attention to detail, and consistent follow-through on assigned work.
Ability to research routine issues, identify appropriate resources, use sound judgment, and recognize when escalation or approval is required.
Professional written, telephone, and in-person communication skills, including clear status updates and appropriate business correspondence.
Basic familiarity with invoices, payments, records management, and administrative accounting processes; ability to comply with approval and payment controls.
Ability to collaborate effectively with managers, Accounting, vendors, clients, tenants, and other internal stakeholders while maintaining clear reporting relationships.
Ability to interpret written and verbal instructions, request clarification when needed, and maintain confidentiality and discretion.
Knowledge of, or willingness to learn, company policies, forms, procedures, and general office equipment.

Nice To Haves

Commercial property management experience is helpful but not required.

Responsibilities

Maintain and organize commercial property and association records, including contracts, correspondence, owner and tenant information, vendor documentation, and shared electronic files; coordinate archived document retrieval when needed.
Update and maintain accurate records in company-authorized software systems, including legacy platforms when applicable.
Receive, sort, process, and distribute incoming and outgoing mail; route correspondence and document items requiring follow-up.
Receive and log checks delivered to the local office, maintain payment tracking records, and forward checks to the designated corporate office for processing according to company procedures.
Maintain a log of assigned administrative tasks and inquiries; track outstanding items through completion and communicate delays, status changes, and matters requiring management direction.
Research routine owner, Board member, tenant, and vendor inquiries using available records and internal resources; coordinate with managers or Accounting when needed, document follow-up, and escalate issues outside administrative authority.
Review vendor insurance certificates and compliance documentation against applicable property and company requirements; request missing or updated documents, maintain records, notify management of deficiencies, and assist with vendor onboarding and record updates.
Receive vendor invoices, verify administrative completeness and format, scan or upload them through authorized software or the designated intake process, and route them to managers for review, coding, and approval.
Assist with routine payment inquiries and payment-document research; coordinate with Accounting and managers while observing internal controls.
Handle incoming checks and locally printed client or corporate checks according to company procedures, including identification, routing, documentation, and timely delivery to authorized processing locations.
Forward non-partner bank statements and related financial documents to the appropriate accounting department and maintain required records in designated systems.
Process manager-authorized administrative workflow requests, including late-fee reversal submissions, without independently authorizing adjustments.
Maintain Board meeting schedules and distribute invitations; assist with meeting packages, correspondence, in-house mailings, and supporting materials; coordinate timely preparation and distribution of Board packets.
Provide administrative assistance with annual meetings and elections, including scheduling, notices, materials, and related coordination.
Maintain commercial property access records and key tracking logs according to department procedures.
Coordinate assigned administrative requests with Commercial Division managers, clarify priorities with the Vice President when needed, and provide timely status updates.
Prepare and organize routine portfolio correspondence, forms, print jobs, scans, and other office documents; track and process applicable reimbursable costs for billing to the appropriate property or association.
Answer, respond to, or route calls and messages from owners, Board members, tenants, vendors, and internal teams; document follow-up as appropriate.
Occasionally backfill the front desk and provide reception coverage, including greeting visitors, answering and directing calls, and assisting with routine inquiries while coordinating coverage with the supervisor and division priorities.
Maintain the Commercial Division break area in clean, organized, and stocked condition; monitor and replenish supplies, coordinate supply requests, and notify the appropriate office contact when supplies are low.
Perform other duties as assigned consistently with the position and company procedures.