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Job Summary
The Assistant to the Director of Operations supports with general business office operations which include but are not limited to assisting with internal and external communications, overseeing directives and completing business development tasks as assigned including but not limited to management proposals, and print advertising as needed.
Job Responsibilities
1. Assist as needed with basic office tasks
a. Filing (both electronic and physical)
b. Checking voicemail when out of office
c. Maintaining contact list
d. Answering e-mails
e. Create and review department analytics
2. Organize weekly residential team meetings and bi-weekly 1 on 1 meetings
a. Create and distribute the agenda and related materials
b. Take meeting minutes and distribute
3. Monthly onsite training
a. Maintain training schedule
b. Coordinate needs of training presenters
c. Prepare the space for training
d. Cater the event if needed
e. Record training if needed
4. Business development communications
a. Create marketing postcards, fliers, social media posts, websites and other miscellaneous marketing materials
b. Update management agreements and log changes
c. Create management proposals for the residential department
i. Refresh proposal templates periodically
d. Draft and send company communication letters/postcards to leads
e. Cold call leads in Portland and Salem areas
f. Research and make lists of potential leads in target areas
f. Drive to potential properties and walk them
g. Attend industry events
h. Network with industry personnel and create relationships
5. Stay informed and up to date on laws (including but not limited to fair housing, landlord-tenant and real estate laws), market data and other industry news that affect property management and real estate
6. Assist in answering questions and training employees of the Resident Department and ensure they are following the correct policies and procedures
7. Assist in proofing monthly cover letters that describe variances on the financial reports for owners with multiple houses and larger properties
8. Assist in the creation of budgets for clients and/or department as directed
9. Participate in the departments rotating on call program
10. Perform other duties as assigned by Director of Residential Property Management, Executive Vice President and/or President
Job Qualifications
1. Must possess a high level of organization
2. Must know how to prioritize and manage time with little supervision
3. Must be proficient in Microsoft Office (Outlook, Word, PowerPoint, Publisher and Excel)
4. Must have demonstrated excellent verbal, written and interpersonal communication skills
5. Must have at least 2 years of office administrative experience in property management, real estate or sales & marketing
6. Able to type 50 WPM is preferred
Nature of Position
Position does not supervise others and is normally performed in a professional office environment. Position typically works Monday-Friday, with occasional additional time necessary. Occasional travel to stores or properties may be necessary.
Job Specifications
The ability to communicate verbally on the phone and face to face is constant. The ability to speak, read, understand and write English is constant. The ability to utilize a computer and keyboard is constant. The ability to sit, stand, climb stairs, walk and drive a vehicle is frequent. The ability to lift 30 lbs. is occasional.
