Administration Assistant
1 day ago
Los Angeles
Job Description Administrative Assistant Reports To: SVP of Property Management Job Type: Full-Time | On-Site Position Summary: The Administrative Assistant is the first point of contact for visitors, clients, and vendors and is responsible for creating a welcoming and professional office environment. This role ensures the smooth functioning of daily office operations while supporting a dynamic team across administrative and operational tasks. The Administrative Assistant supports day-to-day property operations and the centralized management of project-wide contracts and administrative processes. This role ensures efficient workflows by coordinating contract execution, maintaining document control, managing vendor and insurance compliance, and supporting budgeting and capital planning. In partnership with the SVP of Property Management, the position also assists with lease administration and financial reporting processes to ensure consistent and effective operations at the property. About the Company Jerico Development and The Victory Group of Companies is a prominent, closely held, multi-generational family office enterprise with core operations in real estate development and property management, based in the South Bay/Harbor Region of Los Angeles. The company dates back over 100 years, having been founded as Crail Brothers Inc., Ltd. Over the past century, the company has built a diversified operating platform spanning heavy-haul crane and trucking operations, oil and gas exploration and production, restaurant development and operations, and real estate investment, development, and long-term property management. Jerico Development, the firm’s development and property management arm, has conceived, entitled, financed, and delivered commercial real estate projects across a broad range of asset classes and market cycles. The firm’s experience includes industrial and warehouse development, oilfield construction, master-planned subdivision entitlement and bulk land sales, ground-up development and value-add redevelopment of office properties, and institutional projects such as public schools and research and development parks. The Victory Group of Companies maintains an owned and operated portfolio of office, industrial, residential, and mixed-use properties, with operations in California and Colorado. The company is the driving force behind the West Harbor development in San Pedro, California — the former site of the historic Ports O’ Call — encompassing one mile of direct waterfront access and a curated mix of world-class dining, retail, and entertainment. West Harbor is a one-of-a-kind, transformative waterfront destination designed to redefine Los Angeles’s connection to its historic harbor. Joining the team at this pivotal moment offers a rare opportunity to help deliver a landmark project that will leave a lasting impact on the city, the community, and the waterfront for generations to come. The company’s leadership team brings a long-term ownership mindset and a hands-on asset management approach, comprised of smart, quick-thinking, proactive professionals who embrace complex challenges and solve problems others would avoid. The family generously rewards excellence, accountability, and long-term commitment. Front Desk, Reception & Guest Services • Serve as the first point of contact for visitors, tenants, vendors, and partners., • Manage the reception area, maintain a welcoming environment, and provide general information., • Answer phones, route inquiries, and support walk-in requests., • Assist visitor and vendor check in and access. Administrative & Operational Support • Support daily operational tasks at the property., • Maintain property files, lease documents, and vendor records (digital and physical)., • Prepare correspondence, notices, and tenant/resident communications., • Serve as the first point of contact for tenant/resident inquiries and maintenance requests., • Assist with annual budgeting, capital planning, and reporting., • Maintain customer service standards and support site-level coordination., • Perform accounts receivable and payable functions for the portfolio. Contract & Document Management • Track and manage execution of vendor, consultant, and service contracts., • Maintain a centralized contract database, including renewals, expirations, and key obligations., • Prepare agreements, route for approval, coordinate signatures, and archive executed documents., • Maintain insurance compliance, including COIs and liability verification for tenants and vendors., • Assist with property-level reporting, expense logs, and operating summaries., • Coordinate with operations, ownership, and vendors to ensure alignment and timely performance., • Track turnover progress, delivery timelines, and portfolio vacancy reporting., • Support lease abstraction, tracking of landlord/tenant obligations, move-in coordination, and lease file management., • Ensure timely and accurate tenant communication related to operations, maintenance, and compliance., • Assist in routing agreements for approval and managing digital/physical document control. Financial & Lease Administration Support • Track rent payments, deposits, delinquencies, and lease renewals in coordination with accounting., • Assist with invoice processing, coding, and submission for approval., • Support accounts payable and accounts receivable functions as directed., • Assist with monthly reporting, CAM reconciliations, expense logs, and supporting documentation., • Support lease file management, lease abstraction, and tracking of landlord and tenant obligations. Property Administration & Operational Support • Support the Property team with daily operational tasks specific to West Harbor., • Maintain property files, tenant documents, vendor records, and operational logs., • Assist with insurance compliance and COI tracking for vendors and tenants., • Prepare notices, correspondence, and tenant communications., • Maintain inventory of office supplies, site keys, access cards, and vendor materials., • Assist with lease file management, move-in coordination, and operational readiness for new tenants. Vendor Coordination • Support coordination with onsite maintenance, janitorial, landscaping, security, and other service providers., • Track vendor performance, gather proposals, and assist with service-level monitoring., • Maintain contract copies, renewals, expiration dates, and compliance documents. Tenant Relations & Communications · Coordinate tenant requests related to maintenance, operations, marketing, and events. · Assist with move-in and move-out coordination and operational readiness. · Distribute property updates, notices, newsletters, and operational communications. · Track tenant documentation, insurance, and compliance requirements. Marketing & Events Support • Assist marketing director with marketing programming., • Coordinate communication with tenants regarding marketing initiatives, promotions, and events., • Assist in capturing onsite content (photos, videos) for social media and digital platforms., • Help maintain the property’s social media posting schedule and content pipeline., • Support production of marketing materials, signage, and tenant collateral., • Assist with sponsorship deliverables, market days, tenant events, campaigns, and community initiatives., • Maintain event calendars, promotional schedules, and activation timelines. Qualifications & Experience • 3+ years of experience in an administrative, office management, property management, or operations support role, preferably within real estate, hospitality, construction, or a related environment., • Experience serving as a front desk or primary point of contact, with a strong customer-service mindset and professional presence., • Demonstrated ability to manage multiple priorities, coordinate schedules, and support day-to-day operations in a fast-paced environment., • Familiarity with contract administration, document management, and maintaining organized digital and physical filing systems., • Basic financial and accounting support experience, including invoice processing, expense tracking, and coordination with accounting teams., • Exposure to lease administration, tenant coordination, or vendor management is a plus., • Strong written and verbal communication skills, with the ability to interact effectively with tenants, vendors, visitors, and internal teams., • High attention to detail, follow-through, and organizational skills., • Proficiency with standard office software (Microsoft Office, Google Workspace) and comfort learning property management or accounting systems., • Reliable, proactive, and solutions-oriented, with a positive attitude and willingness to support a collaborative team., • Experience supporting mixed-use, retail, restaurant, or destination-oriented properties, • Familiarity with vendor insurance compliance and COI tracking., • Experience supporting marketing initiatives, events, or tenant programming., • Experience working in a family office, entrepreneurial, or fast-growing organization. Company DescriptionCrail Capital and the Victory Group of Companies is a prominent, closely held, multi-generational family office enterprise with core operations in real estate development and property management, based in the South Bay/Harbor Region of Los Angeles. The company dates back over 100 years, having been founded as Crail Brothers Inc., Ltd. Over the past century, the company has built a diversified operating platform spanning heavy-haul crane and trucking operations, oil and gas exploration and production, restaurant development and operations, and real estate investment, development, and long-term property management. Jerico Development, the firm’s development and property management arm, has conceived, entitled, financed, and delivered commercial real estate projects across a broad range of asset classes and market cycles. The firm’s experience includes industrial and warehouse development, oilfield construction, master-planned subdivision entitlement and bulk land sales, ground-up development and value-add redevelopment of office properties, and institutional projects such as public schools and research and development parks. The Victory Group of Companies maintains an owned and operated portfolio of office, industrial, residential, and mixed-use properties, with operations in California and Colorado. The company is the driving force behind the West Harbor development in San Pedro, California — the former site of the historic Ports O’ Call — encompassing one mile of direct waterfront access and a curated mix of world-class dining, retail, and entertainment. West Harbor is a one-of-a-kind, transformative waterfront destination designed to redefine Los Angeles’s connection to its historic harbor. Joining the team at this pivotal moment offers a rare opportunity to help deliver a landmark project that will leave a lasting impact on the city, the community, and the waterfront for generations to come. The company’s leadership team brings a long-term ownership mindset and a hands-on asset management approach, comprised of smart, quick-thinking, proactive professionals who embrace complex challenges and solve problems others would avoid. The family generously rewards excellence, accountability, and long-term commitmentCrail Capital and the Victory Group of Companies is a prominent, closely held, multi-generational family office enterprise with core operations in real estate development and property management, based in the South Bay/Harbor Region of Los Angeles. The company dates back over 100 years, having been founded as Crail Brothers Inc., Ltd. Over the past century, the company has built a diversified operating platform spanning heavy-haul crane and trucking operations, oil and gas exploration and production, restaurant development and operations, and real estate investment, development, and long-term property management.\r\nJerico Development, the firm’s development and property management arm, has conceived, entitled, financed, and delivered commercial real estate projects across a broad range of asset classes and market cycles. The firm’s experience includes industrial and warehouse development, oilfield construction, master-planned subdivision entitlement and bulk land sales, ground-up development and value-add redevelopment of office properties, and institutional projects such as public schools and research and development parks.\r\nThe Victory Group of Companies maintains an owned and operated portfolio of office, industrial, residential, and mixed-use properties, with operations in California and Colorado.\r\nThe company is the driving force behind the West Harbor development in San Pedro, California — the former site of the historic Ports O’ Call — encompassing one mile of direct waterfront access and a curated mix of world-class dining, retail, and entertainment. West Harbor is a one-of-a-kind, transformative waterfront destination designed to redefine Los Angeles’s connection to its historic harbor. Joining the team at this pivotal moment offers a rare opportunity to help deliver a landmark project that will leave a lasting impact on the city, the community, and the waterfront for generations to come.\r\nThe company’s leadership team brings a long-term ownership mindset and a hands-on asset management approach, comprised of smart, quick-thinking, proactive professionals who embrace complex challenges and solve problems others would avoid. The family generously rewards excellence, accountability, and long-term commitment