Administrative Assistant for Building Operations Team

About Us:Premium Properties is a full-service property management and real estate investment company, founded in 2002, specializing in managing, leasing, investing, and developing residential and commercial properties. We currently oversee approximately 900 units and over 75 buildings in the Berkeley, Oakland, and Albany areas—and we continue to grow. Our mission is to provide premium service to residents and tenants while ensuring safe, well-managed places to live and work.

We pride ourselves on being forward-thinking and innovative, with systems and procedures that set us apart in the industry. Every member of our team contributes to the companys success and growth, and many of our leaders—including our Vice President and Director of Property Management—started in junior roles and built long-term careers with us.

Job Overview:We are seeking a sharp, organized, and proactive Administrative Assistant to support our Building Operations Team. In this role, you will work closely with the Director of Building Operations and the Maintenance Supervisor, helping to manage their schedules, track key deadlines, and ensure that projects stay on time and on task. Youll play a critical role in keeping operations running smoothly behind the scenes while contributing to the success of building inspections, maintenance coordination, and compliance.

This is a great opportunity to gain hands-on experience in facilities management, vendor coordination, and operational project tracking within a high-performing property management company.

Key Responsibilities:

• Provide daily administrative support to the Director of Building Operations and Maintenance Supervisor
• Manage and maintain calendars, appointments, and inspection schedules
• Track project timelines and deadlines; follow up with teams and vendors to ensure nothing falls through the cracks
• Monitor service requests and open work orders to ensure prompt follow-up and resolution
• Draft and serve notices such as 24-hour entry and inspection letters
• Help coordinate seasonal inspections and recurring maintenance (roof checks, heater inspections, etc.)
• Maintain organized records for compliance-related documentation (fire safety, soft story, HVAC, etc.)
• Assist with onboarding new properties into the operations system, including document and vendor intake
• Support the administrative aspects of capital improvement projects and larger building upgrades
• Prepare agendas, take notes, and handle follow-up for weekly internal and vendor meetings
• Respond to ad hoc requests and administrative tasks from the operations team

Qualifications:

• 1+ years of administrative or project coordination experience (property management or maintenance support is a plus)
• Exceptionally organized and able to manage multiple priorities and moving parts
• Strong written and verbal communication skills
• Proficient with Google Workspace, Microsoft Office; familiarity with Rent Manager or similar software is a plus
• Able to work independently while staying connected to team goals
• A problem-solver with a positive attitude and a strong sense of accountability

Why Join Premium Properties?

• Hands-on experience with property operations, inspections, and project tracking
• Opportunity to grow within a fast-paced, team-driven environment
• Join a company that promotes from within and values initiative and ownership
• Play a key role in keeping over 75 buildings running safely and efficiently

Job Type: Full-time

Pay: $30.00 - $33.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Executive administrative support: 1 year (Preferred)

Ability to Commute:

• Berkeley, CA 94705 (Required)

Ability to Relocate:

• Berkeley, CA 94705: Relocate before starting work (Required)

Work Location: In person