Administrative Assistant

Who We Are

Pan Pacific Properties, Inc. is recognized as a leading property management company, serving the regions of the Pacific Northwest, as a company dedicated to providing one-on-one client services to our property owners.

Founded in 1993 and headquartered in Seattle, WA, Pan Pacific Properties, Inc. is an accredited real estate management company that specializes in both conventional and subsidized multi-family and senior properties located throughout the Pacific Northwest.

Summary

The Administrative Assistant supports daily office operations and property management functions across the corporate and property portfolios. This role requires strong organizational skills, the ability to manage multiple priorities, and a proactive approach to communications, scheduling, and administrative coordination.

Essential Duties and ResponsibilitiesDaily Tasks

• Monitor, respond to, and route all PPP calls, emails, and messages promptly and professionally.
• Open and distribute incoming mail and manage outgoing mail and packages.
• Manage postal meter and copy machine service contracts and coordinate maintenance or repairs.
• Keep the corporate and staff calendar current with meetings, deadlines, and company events.

Weekly Tasks

• Provide weekly administrative support to regional manager for several properties.
• Perform routine updates to the PPP website to keep content current and accurate.
• Review and monitor employee timesheet submissions each Friday, flagging discrepancies as needed.
• Help assemble and package bid procurement documents for vendor selection.

Monthly Tasks

• Serve as the monthly administrative liaison with Redstone on office and facility matters.
• Coordinate monthly employee birthday recognition with flowers, treats, or decorations.
• Coordinate with Tech Mafia on computer maintenance, software updates, and IT issues.
• Monitor and reorder office supplies, snacks, kitchen essentials, and water as needed.
• Prepare and distribute monthly site calendars and coordinate contests or prize programs.
• Keep company information databases accurate and up to date.
• Track safety meeting participation and end-of-month (EOM) requirements, following up on compliance.
• Collect and organize utility data to support electrical use benchmarking (June 2027 deadline).
• Support special administrative projects as assigned by leadership.

Quarterly Tasks

• Coordinate quarterly office décor and holiday-themed updates.
• Plan and coordinate employee events and gatherings, including transportation logistics.
• Review and update answering service property information each quarter.
• Assist with reviewing and documenting replacement reserve schedules.
• Conduct or assist with quarterly competitive market surveys for comparable properties.

Annual / One-Off Tasks

• Coordinate and process client holiday gifts, employee cards, and bonus notifications annually.
• Coordinate all logistics for the annual PPP Manager Conference.
• Compile documentation and prepare materials for the Management Operations Review (MOR).
• Schedule the annual secure shred bin pickup for confidential document disposal.
• Organize and manage Zoom meetings, including scheduling, invitations, and access.
• Process utility allowance updates for up to five properties per year.
• Support annual AFHMP implementation in July, including documentation and compliance submissions.
• Assist with audit preparation (February for standard; May and July for PRACS).
• Coordinate registration, travel, and materials for the annual AHMA Convention.
• Prepare and submit annual tax exemption filings by the March 31 deadline.
• Compile due diligence packages for property transactions and special projects.
• Complete and process vendor credit applications to establish and maintain accounts.
• Facilitate new hire onboarding, including orientation scheduling and materials preparation.
• Draft and post job advertisements and coordinate with hiring managers to fill open roles.
• Perform Yardi administrative tasks including invoice processing, vacation coverage, and data entry.

Required Skills, Education & Experience

• High school degree or equivalent preferred.
• Prior experience in property management or real estate preferred.
• Yardi Voyager experience preferred; experience with other property management accounting systems (e.g., AppFolio) a plus.
• Microsoft Excel proficiency; comfortable with other Office Suite products.
• Excellent communication and organizational skills.

Physical & Work Environment Requirements

• Prolonged periods of sitting and working on a computer.
• Frequent use of standard office equipment.
• Occasional standing, walking, bending, and lifting up to 15 pounds.
• Ability to review detailed data and reports with high accuracy.
• Hybrid work environment requiring regular in-office presence and travel between company locations and properties as needed.

Compensation and Benefits

The total compensation package includes eligibility for:

• Discretionary annual bonuses based on company and individual performance

Part-time employees are eligible for the following benefits:

• Vacation (accrued at 1.54 hours per pay period)
• Sick time (accrued based at 1 hour per 40 hours of worked time)
• 8 paid holidays
• Retirement Plans (401(k))

Pay: $30.00 - $35.00 per hour

Benefits:

• Flexible schedule

Work Location: In person