Part-Time Administrative Assistant

We are seeking a reliable, detail-oriented, Spanish-speaking Part-Time Administrative Assistant to support day-to-day operations. This is an in-person position based in Ventura, California. The ideal candidate enjoys organization, problem-solving, and serving as a key support role in a fast-paced environment.

Schedule & Pay

• Pay: $20.00–$24.00 per hour (based on experience)

• Hours: 20 hours per week

• Preferred schedule: Monday–Friday, 8:00 AM–12:00 PM (flexible)

Key Responsibilities

This role supports both office operations and field coordination.

Office & Communication

• Answer and direct incoming phone calls professionally

• Communicate with residents, vendors, and internal team members

• Draft and distribute emails, letters, forms, notices, and announcements

Maintenance & Scheduling Coordination

• Schedule maintenance appointments and coordinate with vendors

• Track work orders and follow up on completion status

• Schedule property showings for available rental units

Administrative & Data Management

• Maintain digital filing systems

• Accurately enter and update data in management software

• Assist with accounts receivable and accounts payable as needed

• Update and maintain office procedures and documentation

Daily Duties

• Liens: Coordinate with the management company to ensure all pre-liens and liens are initiated and processed

• Violations: Issue violations as reported, including property walks (excluding violations for active Board members); CC management company on all violations

• Parking Permits: Track permits in the in-house system and issue stickers once documentation and payment are received

• Key Management: Accept payment, issue keys, notify management of payments, and maintain accurate logs in the in-house system

• Request Coordination:

  • Work orders: forward requests to management and Samuel

  • Violations or permit sticker requests: manage directly

• In-House Software Management: Upload and maintain all current and historical documents related to the property and individual units

• Supply Room Management: Log deliveries, organize supplies, and conduct monthly supply counts

• Mail Handling: Retrieve mail, distribute appropriately, forward invoices and utility bills to management, and post required notices

• Additional Administrative Tasks: Posting water shut-off notices, meeting announcements, and other administrative support as requested

Required Qualifications

• Fluent Spanish speaker (required)

• Strong organizational skills with a proactive, problem-solving mindset

• Excellent written and verbal communication skills

• Ability to multitask and prioritize in a busy office environment

• Proficiency with Google Workspace (Docs, Sheets, Gmail)

• Experience with Microsoft Office (Word, Excel, PowerPoint)

• High attention to detail and strong follow-through

Preferred (Not Required)

• Previous administrative or office assistant experience

• Real estate or property management background

• Leasing coordination, field coordination, or light bookkeeping experience

• Familiarity with management software