Admin Assistant to Director of Operations

The Admin Assistant to the Director of Operations at Coastline Equity serves as the central hub for all administrative, operational, and cultural functions across the company. This is not a front-desk or single-location role it is a multi-dimensional leadership position responsible for ensuring consistent, high-quality office operations, administrative processes, onboarding processes, insurance compliance, vendor coordination, and cross-functional support company-wide.

You will be accountable for supporting all departments through administrative excellence, keeping operations running efficiently across multiple offices, teams, and systems. This role requires a proactive, resourceful individual with a deep sense of ownership, a sharp eye for detail, and a strong alignment with Coastline Equity’s core values: Customer First, Growth Mindset, and Equity for All.

Pay rate: $20 - $25 based on experience

1.        Company-Wide Office & Administrative Operations

• Oversee daily operational needs across all Coastline Equity offices, with a home base in Gardena, CA.
• Serve as the central point of contact for all office systems, supply management, logistics, vendor communication, and physical environment maintenance across the business.
• Maintain company-wide standard operating procedures (SOPs) for administrative functions, office operations, and workplace protocols.
• Ensure consistent standards for cleanliness, organization, seasonal presentation, and resource accessibility in all workspaces.

2.        HR Onboarding & Culture Support

• Lead onboarding logistics across the business: equipment setup, desk assignments, access credentials, welcome kits, and internal announcements.
• Coordinate all internal communications around new hires, celebrations, milestones, and culture programming.
• Manage the execution of newsletters, team events, and recognition programs across departments and office locations.
• Ensure a cohesive workplace experience that reflects Coastline Equity’s identity and values.

3.        Insurance, Compliance & Vendor Support

• Own the tracking and verification of vendor, tenant, and property insurance certificates across Coastline’s portfolio.
• Communicate requirements, manage renewal schedules, and address discrepancies to ensure compliance.
• Maintain a centralized, organized insurance database, accessible for audits and operations team reference.
• Coordinate directly with property management and operations to resolve insurance-related tasks and enforce standards.

4.        Financial & Administrative Process Oversight

• Oversee the intake and accurate processing of all company mail, invoices, credits, and bills for entry into AppFolio.
• Assist with tenant communications and financial support around payments, delinquencies, or reconciliations.
• Ensure timely delivery of reports and accurate documentation management.
• Handle operational errands including mail runs, bank deposits, and office logistics as needed.

5.        Technology, Systems & Infrastructure Coordination

• Manage relationships with building management, IT service providers, security vendors, internet/phone vendors, and office supply contractors across offices.
• Maintain functionality and consistency of all operational technology: printers, phones, copiers, scanners, security systems, and internet.
• Ensure that all internal office systems support team efficiency and uptime.

Skills & Competencies

• Advanced-Level Organization: Ability to manage and standardize administrative systems across a growing company.
• Operational Leadership: A proactive approach to identifying process gaps, solving problems, and building systems.
• Cross-Functional Communication: Ability to professionally engage with executives, staff, vendors, and tenants across roles and departments.
• Tech Proficiency: Comfortable with software such as AppFolio, Microsoft Office, QuickBooks, and learning/implementing new tech tools.
• Detail-Oriented Execution: Impeccable attention to task accuracy, document quality, and timely follow-through.
• People-First Mindset: Approaches internal support and onboarding with hospitality, empathy, and care.
• Adaptability: Thrives in dynamic environments, can pivot quickly, and handles competing priorities with confidence.
• Core Values Alignment:

1. Equity for All: Promotes fairness, inclusivity, and di