Administrative Assistant, West LA Region

The Grove
Operations – Property Operations /
Full-time Hourly /
On-site
The Administrative Assistant, West LA Region, provides comprehensive support to the Property Manager, Assistant Property Manager and West LA Operations team focusing on delivering an exceptional guest and tenant experience while facilitating an efficient operation. This role supports oversight and operations of assigned properties within our iconic portfolio. 

ESSENTIAL FUNCTIONS:

    • Perform comprehensive administrative support to multiple departments, including data entry, document management, report creating, filing, and ordering office items
    • Coordinate office supply inventory, ordering, and maintenance to ensure adequate stock levels
    • Oversee general office organization, including maintaining common areas and supporting a clean and welcoming environment
    • Manage incoming and outgoing mail, packages, and courier services
    • Manage expense reports for the property manager
    • Maintain service contract logs, generate service contract, oversee purchase orders and generate check requests
    • Manage invoice submittal and tenant or vendor billbacks
    • Maintain up to date vendor and tenant contact information, including emergency notification contacts
    • Manage incoming calls, emails, and correspondence, ensuring prompt responses to guest inquiries and feedback as well as assisting with guest inquiries that are escalated to Management in a respectful and timely manner
    • Prepare and format documents, reports, presentations, and spreadsheets as needed
    • Manage the work order system efficiently and accurately, coordinating vendors and engineering as needed
    • Prepare and send rent commencement, rent increase, percentage rent, impound and reconciliation letters
    • Coordinate, organize and notate regular staff meetings while leading and ensuring quarterly IIPP compliance
    • Prepare and distribute tenant notices, communications, and memos
    • Track and assist with lease compliance
    • Organize, maintain and draft all service agreements, license agreements, amendments and storage lease agreements
    • Assist the Marketing Manager with tenant engagement and oversee inventory for special events
    • Assist in planning and organizing events, coordinating logistics, and managing event-related documentation
    • Prepare and schedule quarterly tenant town halls
    • Manage the property slack channel and inform all tenants of weekly updates for events, campaigns, and visits
    • Daily property walks to ensure operational standards, property appearance, signage placement, tenant compliance and guest satisfaction
    • Foster strong tenant relationships to assist with monthly business update compilation
    • Management of insurance database for properties, tenants and vendors
    • Assist with the move in/move out of tenants including but not limited to utility account management, vendor coordination and work permits, fire sprinkler shutdowns, and move-out checklist completion
    • Procure and compile Tenant sales per the lease agreement, ensuring timely input to Yardi and updates to the delinquency report
    • Other duties as assigned

MINIMUM REQUIRED QUALIFICATIONS:

    • Personable and professional with a positive attitude
    • Ability to handle confidential information with discretion and professionalism
    • Strong organizational and multitasking abilities with keen attention to detail
    • Excellent written and verbal communication skills
    • Proficiency in MS Office Suites (Word, Excel, PowerPoint, Outlook, SharePoint)
    • Proven problem-solving abilities and strong interpersonal skills
    • Self-motivated with the ability to work independently and as part of a team
    • Adaptability to a dynamic and fast-paced work environment
    • Aptitude for assisting callers and guests under pressure or in challenging situations
    • Familiarity with the real estate, luxury retail, or hospitality industry 
$22 - $24 an hour
Caruso is an equal opportunity employer.  We celebrate a diverse and inclusive workforce that reflects the communities we serve. We believe that diversity of thought, background, and experience makes us stronger and more innovative. We do not discriminate against any employee or applicant for employment and comply with all applicable laws providing equal employment opportunities.  We foster a workplace where everyone feels welcome, respected, and valued. We are committed to creating a workplace where everyone can thrive.