Administrative Assistant - Commercial Department

Associa•Temecula, CA

6d•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 at 42430 Winchester Road, Temecula, California. The schedule is Monday through Friday, 8:30 a.m. to 4:30 p.m. Compensation is $23.00–$25.00 per hour; direct experience is highly considered.

Requirements

High school diploma or GED.
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.
Strong organization, accuracy, time management, and ability to manage competing priorities and deadlines.
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 needed.
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 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.

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 maintain documentation of 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 in accordance with company procedures.
Maintain a log of assigned administrative tasks and inquiries, track outstanding items through completion, communicate delays and status changes, and raise 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, and notify management of deficiencies requiring follow-up.
Assist with vendor onboarding and record updates.
Receive vendor invoices, verify administrative completeness and correct format, scan or upload them through authorized intake software or processes, and route them to managers for review, coding, and approval.
Assist with routine payment inquiries and payment-document research, coordinating with Accounting and managers while observing internal controls.
Handle incoming checks and locally printed client or corporate checks in accordance with company procedures, including accurate 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.
Process manager-authorized administrative workflow requests, including late-fee reversal submissions, without independently authorizing adjustments.
Maintain regular Board meeting schedules and distribute meeting invitations.
Assist managers with Board meeting packages, correspondence, in-house mailings, and supporting materials; coordinate preparation and distribution of Board packets in advance of scheduled meetings.
Provide administrative assistance with annual meetings and elections, including scheduling, notices, materials, and related coordination.
Maintain commercial property access records and key tracking logs in accordance with 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, scanning, 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 incoming calls, and assisting with routine front-office inquiries while coordinating coverage with the supervisor and division priorities.
Maintain the Commercial Division break area in clean, organized, and stocked condition; monitor supplies, replenish items, and coordinate supply requests.
Assist with general office supply coordination and notify the appropriate office contact when supplies are low.
Perform other duties as assigned, consistent with the position and company procedures.