Admin Services Coordinator - Level 3

We are looking for an experienced administrative team member to serve as the primary on-site support resource for a retail property in California. This Long-term Contract position offers a highly visible, customer-facing opportunity focused on coordinating daily office activities, supporting property operations, and building strong working relationships with tenants and service providers. The role requires someone who is comfortable working independently while staying closely aligned with remote management and on-site maintenance support.

Responsibilities:

• Manage day-to-day administrative activities for the property, ensuring records, correspondence, and office tasks are handled accurately and on schedule.
• Review and process operational documents such as invoices, service agreements, purchase orders, and related paperwork in support of site activities.
• Coordinate with outside vendors for services including maintenance and landscaping, helping organize visits, meetings, and follow-up actions.
• Perform routine walks of the property to observe site conditions and communicate issues or updates to the appropriate team members.
• Serve as a key point of contact for tenants by responding to questions, providing updates, and delivering a high level of customer service.
• Work in partnership with the on-site Maintenance Technician to support operational needs and help resolve property-related concerns.
• Maintain productive relationships with tenants, vendors, and other stakeholders to support smooth daily operations.
• Balance multiple assignments at once while meeting deadlines and maintaining attention to detail in a fast-paced environment.
• At least 5-7 years of experience in administrative support, office coordination, property operations, or a closely related field.
• Demonstrated ability to work independently and manage responsibilities with limited day-to-day supervision.
• Strong organizational skills with the ability to prioritize competing tasks effectively.
• Excellent verbal and written communication skills paired with a detail-oriented customer service approach.
• Working knowledge of Microsoft Office applications, including Excel, Word, and Outlook.
• High school diploma or equivalent required.
• Experience in commercial property support, facilities coordination, vendor management, or tenant relations is highly valued.
• Bilingual Spanish language skills and a bachelor’s degree are preferred.