Office Secretary — Property Management

Head Office | Los Angeles, California | Full-Time | Onsite

Position Summary

The Office Secretary serves as the central administrative point of contact for our California property management operations, supporting daily office functions, tenant relations, lease administration, and coordination between the head office, on-site staff, and vendors. This role requires strong attention to detail, sound judgment, and the ability to manage competing priorities in a fast-paced environment.

Key Responsibilities

Tenant Communications

• Field incoming tenant calls and inquiries; resolve routine issues and escalate maintenance, legal, or urgent matters appropriately.
• Serve as first point of contact for tenants at the head office; maintain professional and courteous communication in all interactions.
• Document all tenant communications in the tenant file/system of record.

Lease Administration

• Review incoming leases, renewals, and amendments for accuracy, completeness, and correct execution.
• Maintain organized lease files — both physical and digital — and track critical dates including expiry, renewal windows, and notice deadlines.
• Ensure lease terms conform to California requirements, including required disclosures.

Month-to-Month Tenant Management

• Track all month-to-month tenancies in the portfolio.
• Monitor and flag month-to-month tenants for scheduled rent increases, ensuring compliance with California rent cap requirements (AB 1482) where applicable, local rent control ordinances, and notice period rules.
• Prepare and issue rent increase notices within required statutory timelines.

Rent Collections & Accounts

• Review rent collection reports weekly; identify late or missed payments.
• Follow standard collection procedures and document all tenant contact regarding arrears.
• Prepare and coordinate service of 3-day notices to pay rent or quit, and 30/60/90-day notices to terminate, in strict accordance with California unlawful detainer requirements.
• Coordinate with ownership/management on escalated delinquencies.

Notices & Correspondence

• Prepare and dispatch landlord notices, including rent increases, lease terminations, entry notices (24-hour minimum), and other statutory correspondence.
• Ensure all notices comply with California Civil Code and Code of Civil Procedure requirements regarding form, timing, and delivery method.
• Maintain a notice log tracking issuance dates, proof of service, and outcomes.

Maintenance Vendor Coordination

• Dispatch and coordinate maintenance vendors for unit turns, repairs, and property upkeep; prioritize based on urgency and budget authorization.
• Obtain and compare vendor bids for approval; schedule and confirm appointments.
• Verify vendor insurance/licensing documentation is current before work assignment (contractor licensing, COIs naming the company as additional insured).
• Track work orders through completion, inspect invoice accuracy against scope, and forward for payment approval.

On-Site Staff Direction (Resident Managers & Property Managers)

• Serve as the primary head-office liaison directing on-site resident managers at mobile home parks and apartment buildings.
• Assign, track, and follow up on daily operational tasks delegated to on-site staff (vacancy checks, showings, move-in/move-out inspections, curb appeal, rule enforcement).
• Review resident manager paperwork for accuracy — particularly mobile home park documents governed by the Mobilehome Residency Law (MRL), including rental agreements, park rules notices, and management-issued notices.
• Communicate park and building-specific issues, escalations, and incident reports between residents, on-site staff, and ownership.

General Office Duties

• Manage office filing, scheduling, and correspondence.
• Support bookkeeping functions as assigned.
• Perform other administrative duties as required.

Qualifications

Required

• 2+ years of office administration experience, ideally in California property management, real estate, or a related field.
• Strong written communication skills — this role drafts legally significant notices.
• Proficiency with macOS (Pages, Numbers).
• Exceptional organization and ability to manage recurring deadlines without supervision.
• Working knowledge of California landlord-tenant law, including notice requirements and rent increase limitations.

Preferred

• Knowledge and hands-on experience with LCS Rent Manager software.
• Experience supporting or directing on-site resident managers or property managers.
• Familiarity with the California Mobilehome Residency Law (Civil Code §§ 798 et seq.) and mobile home park operations.
• Experience coordinating maintenance vendors and work order management.
• Familiarity with California rent control frameworks (AB 1482 and local ordinances).

Compensation

$45,000–$52,000 USD annually, commensurate with experience.

To Apply

Submit your resume and cover letter through the direct-apply form. Please indicate your experience with Rent Manager software, California landlord-tenant administration, and any mobile home park experience directly in your cover letter.