Administrative Assistant

Description

 About Fairgrove Property Management:

Fairgrove Property Management provides industry-leading residential property management services to real estate investors and residents throughout Southern California. Founded in 1976, the Irvine, CA-based company makes owning investment properties profitable and effortless. Four decades of experience in the residential real estate sector empowers Fairgrove to deliver a combination of exceptional operational expertise and innovative technology to both owners and residents. The company’s management approach enables stress-free, passive investing for owners, and provides residents with quality housing where service is the highest priority. Fairgrove Property Management operates in four major Southern California markets and is rapidly expanding across the West.  

Job Summary:

The Administrative Assistant provides essential administrative and organizational support to the office and internal team. This position serves as a key resource for managing daily administrative tasks, coordinating schedules, maintaining records, handling communications, and assisting with various office operations. The ideal candidate is organized, dependable, detail-oriented, and able to manage multiple priorities in a fast-paced professional environment.

Requirements

Key Responsibilities

• Provide general administrative support for daily office operations.
• Answer, screen, and route incoming phone calls and emails to the appropriate individual or department.
• Prepare, organize, and maintain office records, files, documents, and correspondence.
• Assist with scheduling meetings, appointments, and other company activities.
• Communicate professionally with clients, customers, vendors, and internal staff as needed.
• Assist with preparing forms, letters, reports, invoices, and other routine office documents.
• Enter, update, and maintain accurate information in company records and systems.
• Monitor administrative requests and follow up to ensure tasks are completed in a timely manner.

• Maintain organized electronic and physical filing systems.
• Perform data entry, scanning, copying, filing, and document management.
• Coordinate office calendars, meetings, and appointments.
• Order and maintain office supplies and assist with inventory as needed.
• Assist with preparing reports, presentations, spreadsheets, and other administrative materials.
• Support company projects, events, and other administrative initiatives.
• Maintain confidentiality of sensitive company, client, and employee information.
• Provide general support to management and team members as needed.

Qualifications

• 1+ years of experience in an administrative, office, receptionist, or customer service role.
• High school diploma or equivalent.
• Customer service experience.
• Proficient in Microsoft Office 365 and standard office equipment.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment.
• Reliable, dependable, and able to meet deadlines.