Administrative Coordinator

Bay Area real estate company Rabin Worldwide is seeking a detail-oriented and proactive Administrative Coordinator/Assistant Property Manager to oversee residential and commercial property operations while providing comprehensive administrative support. This role requires strong organizational skills, the ability to manage multiple priorities, and excellent communication with tenants, vendors, and team members.

Ideal candidate will be a self starting problem solver who can navigate a Google Drive folder as well as they can manage tenant issues or a vendor on-site. As the hyper organized coordinator to the real estate portfolio, this role will ensure that nothing falls through the cracks.

Key Responsibilities:

Office Operations:

• Maintain and organize comprehensive file management system (Google Drive), ensuring all documentation is current, complete, and properly categorized
• Manage daily tracking and updating of project workflows in AsanaProcess expense reimbursements through Expensify in a timely manner
• Coordinate calendar management, email correspondence, travel arrangements, and task prioritization for Principal

Residential Property Management:

• Market available units through Craigslist, Zillow, and other rental platforms
• Conduct property showings and respond to prospective tenant inquiries
• Screen applicants including background checks, credit reports, and reference verification
• Prepare lease agreements and coordinate move-in processes for new tenants
• Perform annual unit inspections and document property conditions
• Serve as primary point of contact for tenant maintenance requests and concerns

Commercial Property Management:

• Coordinate day-to-day operations
• Manage, schedule, and oversee vendor relationships for maintenance issues and preventative maintenance programs, ensuring quality and timeliness
• Solicit multiple bids for repair and improvement projects
• Conduct regular property site visits with Asset Manager
• Coordinate and attend vendor meetings with onsite managers as needed, leading when necessary
• Organize and file property documentation in coordination with Asset Manager
• Collect, verify, and maintain current certificates of insurance from all tenants and vendors

Qualifications:

• Proficiency in Google Workspace (Gmail, Drive, Calendar)
• Strong working knowledge of Microsoft Office Suite (Word, Excel)
• Excellent organizational and time management skills
• Strong written and verbal communication abilities
• Ability to work independently and manage multiple projects simultaneously
• Valid driver's license and reliable transportation for property visits
• Ability to conduct property inspections, including climbing stairs and accessing all areas of buildings

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance
• Paid Time Off