Property Management Administrative Assistant

Job Description

This is a remote position.

Schedule : Monday – Friday, 8 : 00 AM – 5 : 00 PM PST

Total Weekly Hours : 40 hours

Our client is seeking a Property Management Administrative Assistant to provide vital support to executive leadership and ensure seamless day-to-day operations. This role combines administrative, financial, and operational responsibilities, requiring a proactive mindset, strong attention to detail, and the ability to adapt to evolving tasks. The ideal candidate is highly organized, ethical, and able to build positive relationships with vendors, tenants, and internal teams.

Responsibilities

Business Administration

Complete and submit applications for business, housing, and health licenses

Administer and process payments for property taxes, state / supplemental taxes, corporate agent fees, and license renewals

Prepare and distribute owner checks and assist with payroll documentation

Utility & Equipment Management

Manage utility accounts (Spectrum, LADWP, SoCal Gas, T-Mobile, etc.)

Set up autopay and paperless billing for new properties; verify billing accuracy

Maintain utility services for active properties and close accounts for sold properties

Support company equipment inventory management, setup, and account tracking

Lender & Construction Holdback Process

Review general ledgers to determine loan draw eligibility

Format expenses and prepare lender-compliant loan draw packages

Coordinate vendor signatures and submit draw applications for construction holdback funds

Accounts Payable & Receivable

Monitor bank balances and pending bills; recommend transfers as needed

Input invoices and bills into property management software

Maintain vendor records, including insurance documents

Handle accounts payable communications and place orders for equipment, furniture, and fixtures

Assist with pricing, inter-property transfers, and deposit management

Hotel Billing

Reconcile and process online reservations (Booking.com, Expedia, etc.)

Review and submit transient occupancy tax payments for hotel properties

Tenant Communications

Issue templated lease violation letters, 24-hour notices, and perform-or-quit notices as requested by management

Coordinate pest control schedules and legal team requests for nuisance tenant cases

Follow up on compliance and eviction processes as needed

Administer tenant renter’s insurance program to ensure coverage accuracy and proper billing

Requirements

Experience in property management, administrative support, or accounting / finance

Background supporting executives or handling accounts payable preferred

Proficient in Microsoft Office Suite and Google Workspace

Strong multitasking, prioritization, and communication skills

Customer-focused, proactive, and detail-oriented

Independent Contractor Perks

HMO coverage (available in eligible locations)

Permanent work-from-home arrangement

Immediate hiring opportunity

ZR_27289_JOB

Requirements

Experience in property management, administrative support, or accounting / finance Background supporting executives or handling accounts payable preferred Proficient in Microsoft Office Suite and Google Workspace Strong multitasking, prioritization, and communication skills Customer-focused, proactive, and detail-oriented