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Property Assistant

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Date: Nov 20, 2018

Location: Irvine, CA, US, 92617

Company: The Irvine Company

Position Summary:

As an integral member of an asset team overseeing a portfolio of neighborhood and community centers, the Property Assistant provides general administrative support to the Senior Director, Assistant Manager and Operations Manager in all aspects of the day to day management of neighborhood & community shopping centers. Responsibilities may vary depending on assigned division/department which may include insurance tracking, invoice and purchase order processing, work order creation, communications with merchants and customers as well as reporting and other tasks as assigned.

Job Duties:

  • Accept and direct telephone calls from merchants, customers, contracted service providers, vendors and company staff members to resolve, handle and, if required, to elevate issues to management  for handling and response.
  • Assist Senior Director, Assistant Manager and Operations Manager in handling property emergencies, preventative maintenance programs and special projects.
  • Maintain merchant insurance compliance through regular contact with merchants and insurance brokers, while tracking and reporting status.
  • Maintain current contact information for all merchants in applicable systems to ensure all are up to date at all times.
  • Promote merchant participation in on-line Merchant Portal while keeping all content current including merchant manual and calendar updates.
  • Prepare and track work orders in applicable system.
  • Coordinate and schedule merchant renewal inspections.
  • Create purchase orders, code and process invoices for approval and confirmation of receipt.
  • Provide support when requested by Accounting or Senior Director in the collection of monthly and annual merchant sales information.
  • Coordinate and schedule commercial, charitable and non-commercial expressive activities.
  • Prepare required monthly reports, notices, and correspondence.
  • Establish, maintain and update record keeping and filing systems.
  • Provide general administrative support, arrange meetings, sort/post mail, and ensure materials are produced within established time frames and with high quality standards for the Asset Team.
  • Assist Senior Director, Assistant Manager and Operations Manager with creation and submittal of expense reports.
  • Provide receptionist and property assistant coverage as needed.

Minimum Qualifications:

  • Two years experience in an administrative support role
  • High school diploma or GED required; college degree preferred.
  • Proficient in Microsoft Word, Excel, and Outlook. 
  • Excellent verbal and written communication skills
  • Team player with excellent interpersonal skills, able to work effectively with customers,
  • merchants, vendors and team members at all levels of the organization.


About Us:
Irvine Company is a privately held real estate investment company and master-planner committed to creating and sustaining communities that thrive for generations.

With diversified operations throughout coastal California, Irvine Company plans and brings to life balanced, sustainable communities with a full range of housing, job and retail centers, schools, recreation and permanently preserved open space.

We take as much pride in our employee community as we do the communities we create. It’s an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.


The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.


Nearest Major Market: Irvine California
Nearest Secondary Market: Los Angeles

Job Segment: Administrative Assistant, Real Estate, Administrative, Sales

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