Administrative Assistant - Commercial Department

Administrative Assistant – Commercial Division

Reports to: Vice President – Commercial Division

Job Summary

The Administrative Assistant provides dedicated administrative and operational support to the Commercial Division, including commercial properties and commercial associations. Under moderate supervision, the position supports property managers and assists with communications involving owners, Board members, tenants, vendors, and internal departments. The role is responsible for accurate records, timely coordination, and follow-through on assigned administrative matters.

Essential Duties and Responsibilities

• Maintain and organize commercial property and association records, including contracts, correspondence, owner and tenant information, vendor documentation, and shared electronic files; coordinate archived document retrieval when needed.

• Update and maintain accurate records in company-authorized software systems, including legacy platforms when applicable.

• Receive, sort, process, and distribute incoming and outgoing mail; route correspondence and maintain documentation of items requiring follow-up.

• Receive and log checks delivered to the local office, maintain accurate payment tracking records, and promptly forward checks to the designated corporate office for processing in accordance with company procedures.

• Maintain a log of assigned administrative tasks and inquiries; track outstanding items through completion and promptly communicate delays, status changes, and matters requiring management direction.

• Research routine owner, Board member, tenant, and vendor inquiries using available records and internal resources; coordinate with managers or Accounting when needed, document follow-up, and escalate issues outside administrative authority.

• Review vendor insurance certificates and required compliance documentation to verify they meet applicable property and company requirements. Request and obtain updated or missing insurance certificates and compliance documents from vendors, maintain accurate records in designated systems, and notify management of any deficiencies requiring follow-up. Assist with vendor onboarding and record updates as needed.

• Receive vendor invoices, verify administrative completeness and correct format, scan or upload through company-authorized invoice intake software or the designated intake process, and route to managers for review, coding, and approval.

• Assist with routine payment inquiries and payment-document research; coordinate with Accounting and managers while observing established internal controls.

• Handle incoming checks and locally printed client or corporate checks in accordance with current company procedures, including accurate identification, routing, documentation, and timely delivery to authorized processing locations.

• Forward non-partner bank statements and related financial documents to the appropriate accounting department and maintain required records in designated systems.

• Process manager-authorized administrative workflow requests, including late-fee reversal submissions, without independently authorizing adjustments.

• Maintain regular Board meeting schedules and distribute meeting invitations. Assist managers with Board meeting packages, correspondence, in-house mailings, and supporting materials; coordinate preparation and distribution of Board packets sufficiently in advance of scheduled meetings. Provide administrative assistance with annual meetings and elections, including scheduling, notices, materials, and related coordination.

• Maintain commercial property access records and key tracking logs in accordance with department procedures.

• Coordinate assigned administrative requests with Commercial Division managers, clarify priorities with the Vice President when needed, and provide timely status updates.

Other Duties and Responsibilities

• Prepare and organize routine portfolio correspondence, forms, print jobs, scanning, and other office documents, including tracking and processing applicable reimbursable costs for billing back to the appropriate property or association.

• Answer, respond to, or appropriately route calls and messages from owners, Board members, tenants, vendors, and internal teams; document follow-up as appropriate.

• Occasionally backfill the front desk and provide reception coverage as needed, including greeting visitors, answering and directing incoming calls, and assisting with routine front-office inquiries, while coordinating coverage with the supervisor and Commercial Division priorities.

• Maintain the Commercial Division break area in clean, organized, and stocked conditions, including monitoring supplies, replenishing items as needed, and coordinating supply requests. Assist with general office supply coordination and notify the appropriate office contact when supplies are low.

• Perform other duties as assigned consistently with the position and company procedures.

Compensation:

Employment Type:

42430 Winchester Road, Temecula CA, 92590