Property Admin Assistant

Position Type: Remote, Full Time
 Location: San Diego, CA (Remote)
 Working Hours: PST

About Pavago:
Pavago is hiring a Property Admin Assistant to support the executive operations of a fast-growing real estate investment company based in San Diego, CA. This role is ideal for a tech-savvy, highly organized professional with a deep understanding of real estate operations and a passion for strategic execution.
You’ll work directly with a high-net-worth principal who leads a portfolio of over 100 apartment units and commercial properties. This is more than an assistant role—this is a chance to be a strategic partner helping drive real estate growth, manage day-to-day operations, and enhance business outcomes.

Responsibilities:
Ownership Liaison & Property Oversight:

• Act as the communication hub between ownership and property management teams.
• Track and ensure execution of directives across multifamily and commercial assets.
• Maintain alignment with the principal’s investment strategy and vision.
• Communicate with vendors, tenants, and contractors as necessary.

Daily Operations & Task Management:

• Manage maintenance tasks, utilities, and vendor coordination.
• Organize calendars, contacts, and internal communication systems.
• Maintain order across all internal systems and digital documents.

Leasing & Property Support:

• Monitor leasing activity and ensure timely follow-ups.
• Manage tenant communication and coordinate with leasing teams.
• Keep rent rolls, lease data, and compliance records up-to-date.

Maintenance & Vendor Coordination:

• Schedule, follow up, and ensure completion of work orders and projects.
• Negotiate service agreements and evaluate vendor performance.

Financial Oversight & Administrative Support:

• Track rent collections and assist with accounting reports and delinquencies.
• Support with audits, insurance renewals, LLC filings, and expense management.
• Maintain precise records and assist with financial reconciliation.

Executive Assistance:

• Manage the principal’s calendar, communications, and meeting logistics.
• Draft correspondence, organize notes, and follow up on action items.
• Handle digital mail and maintain streamlined document intake.

Acquisition & Sales Support:

• Assist in tracking real estate listings, broker packages, and investment deals.
• Support in underwriting analysis and initial deal evaluations.

Tech & Systems Optimization:

• Maintain digital file systems and streamline internal workflows.
• Troubleshoot and manage tools such as Buildium, AppFolio, and Google Workspace.

What Makes You a Perfect Fit:

• Organized & Accountable: You take ownership of your responsibilities and never let details fall through the cracks.
• Communicative & Professional: You have excellent interpersonal and written communication skills.
• Strategic & Analytical: You're not just task-oriented—you understand how your work ties into the bigger picture.
• Tech-Forward: You’re proficient with modern tools and quick to adopt new systems to improve efficiency.

Required Experience & Skills:

• Bachelor’s Degree in Business, Real Estate, or a related field (MBA a plus).
• 2+ years of experience supporting an executive or managing real estate operations.
• Exceptional written and verbal English communication.
• Strong analytical and financial skills.
• Familiarity with the San Diego real estate market is a plus.
• Proficiency with tools such as Buildium, AppFolio, Google Workspace, and Excel.
• Bilingual in Spanish/English is a plus.

What Does a Typical Day Look Like?
Start your day by reviewing the owner’s calendar, urgent maintenance requests, and ongoing vendor projects. You’ll shift between tasks such as reviewing leasing data, handling tenant inquiries, and coordinating with contractors. Midday may include strategy calls, for which you’ll document action items and prepare follow-ups. The afternoon might involve financial tracking, digital mail sorting, or assisting with underwriting for a new property. You’ll play a key role in ensuring the principal stays focused and informed while operations stay seamless.

Interview Process:

1. Initial Phone Call: A quick intro call to learn more about you and your background.
2. Video Interview: A 30-minute video conversation to assess technical and soft skills.
3. Final Interview: A direct meeting with the client for alignment and role fit.
4. Background Checks: Reference and employment verification before onboarding.