Administrative Assistant

We are looking for an organized Administrative Assistant to support leasing and office operations in Woodland Hills, California. This Long-term Contract position is ideal for someone who can manage documentation, coordinate communication among multiple parties, and keep administrative processes moving efficiently. The role requires strong attention to detail, confidence handling routine inquiries, and the ability to maintain accurate records in a fast-paced environment.

Responsibilities:

• Draft and organize leasing-related documents such as new agreements, renewals, extensions, notices, and supporting paperwork for internal review and final execution.
• Monitor critical lease and tenant milestones by maintaining accurate records for insurance certificates, deposits, start dates, expiration dates, renewal options, and related deadlines.
• Provide day-to-day support to leasing team members by preparing proposal materials, letters of intent, applications, and follow-up documents needed throughout the leasing cycle.
• Coordinate communication with prospects, tenants, brokers, and management, including scheduling property tours and responding to general questions in a timely manner.
• Maintain up-to-date leasing records and reporting tools, including availability summaries, rent rolls, prospect activity logs, and transaction status trackers.
• Assist with marketing-related administrative tasks by updating property listings, preparing promotional materials, coordinating signage, and sharing property details with relevant stakeholders.
• Help move transactions from initial interest through completed execution by tracking approvals, collecting signatures, confirming deposits, and supporting handoff to property management or accounting.
• Perform general office support duties such as managing calendars, arranging meetings, preparing correspondence, organizing files, scanning documents, and processing basic invoices or expense items.
• At least 2 years of experience in an administrative support role.
• Demonstrated ability to handle administrative assistance responsibilities in a detail-oriented office setting.
• Experience answering inbound calls and managing routine front-desk or receptionist-related tasks.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Ability to organize documents, track multiple deadlines, and maintain orderly records.
• Effective written and verbal communication skills for interacting with internal teams and external contacts.
• Proficiency with standard office tools and general administrative systems used for scheduling, documentation, and reporting.