Accounting/Admin Assistant, 25-30 hrs/wk (San Carlos, CA)

Part-Time Administrative Assistant (25-30 Hours/Week)

1. Position: Part-Time Administrative Assistant
2. Location: San Carlos, CA
3. Schedule: 25–30 hours per week (Monday–Friday, flexible within business hours, (9AM to 6PM)
4. Compensation: [$27–$35 per hour]

About Us:

Our client is a privately held real estate investment and property management firm overseeing a diverse portfolio of residential and commercial properties. Their company takes a hands-on approach to managing properties owned by an affiliated entity, ensuring operational efficiency, strong tenant relations, and well-maintained assets. With holdings in multiple markets, they focus on maintaining high standards in property operations, financial oversight, and tenant satisfaction.

They offer a collaborative, professional work environment where each team member plays an integral role in ensuring smooth day-to-day management and financial operations. If you enjoy contributing to a team that values efficiency, organization, and proactive problem-solving, they'd love to hear from you!

Purpose:

The Part-Time Accounting/Administrative Assistant will provide administrative, leasing, accounting, and operational support in residential and commercial property management. This role is ideal for an experienced professional with strong QuickBooks skills who can work independently with minimal training while maintaining accurate records, tenant communication, and vendor coordination.

Key Responsibilities:

Administrative Support:

1. Maintain organized digital and paper files for tenants, leases, vendors, property, and lender records.
2. Process incoming and outgoing mail and manage office supply inventory.
3. Answer and direct phone and in-person inquiries in a professional manner.
4. Provide excellent customer service, assisting prospects, tenants, vendors, service providers with inquiries and issue resolution.

Accounts Receivable / Accounts Payable Support:

1. Track payments, expenses, and invoices in QuickBooks.
2. Reconcile tenant accounts, generate invoices, and record transactions.
3. Assist in monthly reconciliations, rent roll updates, and tracking of open invoices.
4. Process vendor payments, maintain records of work orders, and coordinate invoice tracking.

Leasing, Tenant and Property Management Support:

1. Manage rental listings, post vacancies, and update property marketing materials.
2. Respond to prospective tenant inquiries via phone, email, and text.
3. Screen rental applications, verify references, and ensure compliance with leasing policies.
4. Prepare and execute lease agreements, addenda, and renewal notices.
5. Draft and distribute legal notices (e.g., rent reminders, lease violations, compliance letters).
6. Assist with vendor communications, scheduling, and invoice reconciliation.
7. Track and coordinate work orders with vendors, ensuring timely service completion.

Field Administration:

1. Conduct routine property inspections, document findings, and report maintenance needs.
2. Perform light upkeep and basic maintenance checks in common areas as needed.
3. Run essential errands, such as delivering paperwork, picking up mail, and handling property-related tasks.

Requirements:

1. Proficiency in QuickBooks is required.
2. Minimum 5 years of full-time administrative experience, preferably in property management or real estate.
3. Strong organizational skills and ability to manage multiple priorities.
4. Proficiency in Microsoft Office 365, Google Suite, and Dropbox and other cloud-based document storage.
5. Valid driver’s license and reliable transportation (for field administration tasks).
6. Ability to work independently with minimal supervision.

Work Schedule & Benefits:

1. Monday to Friday, 25–30 hours per week.
2. Flexible scheduling, based on business needs and within standard business hours.
3. Supportive and collaborative work environment