Administrative Assistant – Real Estate / Property Management

Location: On-Site | Oakland, CA

Assignment Type: Temporary with potential for Direct Hire

Compensation: $25–$31/hour (based on experience)

Overview

A well-established real estate and property management organization is seeking a reliable and detail-oriented Administrative Assistant for an on-site, in-office role based in Oakland, CA. This position supports a residential property portfolio and plays a key role in day-to-day property operations and resident services within a fast-paced, professional office environment.

This role begins as a temporary assignment with strong potential to convert to a direct-hire position based on performance and business needs.

Key Responsibilities

• Perform on-site administrative duties including sorting and distributing mail, preparing correspondence, posting and distributing tenant notices, and coordinating with internal teams and external vendors
• Answer incoming calls, greet visitors as needed, and route messages appropriately
• Maintain an organized, professional front desk and office environment
• Manage office supplies and equipment; obtain vendor quotes as needed
• Maintain, update, and ensure compliance with company and property files
• Assist with monitoring community policies and house rules
• Support residents with maintenance work orders by logging, tracking, and following up to ensure timely completion and resident satisfaction
• Assist with new resident application and move-in processes
• Respond appropriately during building emergencies (e.g., fire, flood) by notifying management or emergency personnel
• Maintain familiarity with building systems and emergency evacuation procedures
• Attend required on-site trainings, meetings, and company events
• Perform additional administrative and operational duties as assigned

Qualifications

Education and Experience

• High School Diploma or GED required
• Minimum of one year of administrative, receptionist, or office support experience
• Prior real estate or property management experience strongly preferred

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office, including Excel, Word, and PowerPoint
• Experience with property management systems such as RealPage preferred
• Strong organizational skills with excellent attention to detail
• Ability to handle confidential information with discretion and professionalism
• Excellent written and verbal communication skills
• Strong interpersonal skills with the ability to interact calmly and empathetically with residents, vendors, and internal teams
• Ability to work independently, manage time effectively, and meet deadlines
• Sensitivity to working with diverse populations, including seniors, individuals with disabilities, and low-income residents

Requirements

• Must be able to work on-site in an Oakland office environment
• Must reside in the San Francisco Bay Area
• Must be able to support properties located in Sonoma and Solano Counties
• Valid California Driver’s License, proof of auto insurance, and reliable transportation required

Physical Requirements

• Primarily desk-based, on-site office work with frequent computer use
• Ability to sit for extended periods
• Occasional standing, walking, filing, reaching, and telephone use
• Ability to lift and carry items up to 10 pounds