Property Assistant

Job Overview

We are seeking a highly organized and detail-oriented Property Assistant to support our property management and administrative operations. This part-time role is ideal for someone who is proactive, dependable, and comfortable managing recurring administrative tasks that require accuracy, follow-up, and strong communication. The position is expected to start part-time and may transition to full-time based on business needs and performance.

Work Schedule: 8:30 AM to 12:30 PM, San Diego, CA Pacific Time (20 work hours per week)

Key Responsibilities

1. Vendor and Tenant Insurance Requests (Approximately 60 hours per month)

• Review tenant and vendor insurance documentation for completeness and compliance.
• Follow up with tenants, vendors, and insurance brokers to obtain missing or corrected documents.
• Submit insurance documentation to BCS in a timely and accurate manner.
• Maintain organized records of submissions, communications, and outstanding items.
• Manage frequent back-and-forth communication to ensure all requirements are met.

2. Sales Reporting (Approximately 4 hours per month)

• Send monthly sales reminder emails to tenants.
• Run reports to identify missing or outstanding sales submissions.
• Follow up with tenants regarding overdue reports or incomplete information.
• Review submitted sales reports for accuracy and proper format.
• Enter sales data into the system and request corrections when reports are submitted incorrectly (monthly, quarterly, or annual formats).

3. Work Orders and Contracts (Approximately 7.33 hours per month)

• Review, process, and complete work orders accurately and efficiently.
• Support administrative handling of service agreements and contracts as assigned.
• Ensure documents are complete, properly filed, and tracked through completion.
• Coordinate with internal team members when additional information or approvals are needed.
• Assist in maintaining organized contract and work order records.

4. Binding Monthly Reports (Approximately 4.5 hours per month)

• Prepare and complete monthly reports within expected turnaround times.
• Format reports according to company standards.
• Download site plans from Deal Manager and attach them as required.
• Verify whether Special Provisions invoices need to be saved and included in the report.
• Save, file, and upload Administrative Cost Reports accurately.
• Ensure all report components are complete, organized, and ready for submission.

Qualifications

• Previous experience in property management, administrative support, lease administration, reporting, or a related role preferred.
• Strong attention to detail and ability to review documents for completeness and accuracy.
• Excellent written and verbal communication skills.
• Comfortable following up with external parties and internal stakeholders.
• Ability to manage repetitive administrative processes with consistency and professionalism.
• Strong organizational and time management skills.
• Ability to work independently and prioritize tasks effectively.
• Proficiency with email, spreadsheets, reporting systems, and document management tools.

Preferred Skills

• Experience handling insurance certificates or compliance-related documentation.
• Familiarity with property management or commercial real estate processes.
• Experience preparing monthly reports and tracking administrative workflows.
• Ability to identify discrepancies and follow through until issues are resolved.

Work Schedule

• Part-time position.
• Estimated workload is approximately 75–76 hours per month.

Ideal Candidate

The ideal candidate is proactive, responsive, and highly detail-oriented, with the ability to manage multiple administrative tasks across insurance compliance, reporting, work orders, contracts, and monthly report preparation. They should be comfortable handling follow-up communications, ensuring documentation accuracy, and supporting smooth day-to-day property operations.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations (for full-time roles only)

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.