Operations Administrator / Assistant Property Manager
3 days ago
Fort Wayne
Job Description Compensation and Schedule: • Hourly, non-exempt, • Pay range: $20.25–$26.50/hr, based on experience and fit for the role, • Full time: 30–40 hours/week (typical schedule is four, 7 hour days per week, plus 2 1/2 – 3 hours on Saturday. Can fluctuate closer to 40 hours/ week seasonally), • One weekend on call dispatch per month (extra compensation; may take more weekends if additional comp. is desired) Benefits and Perks: • 90-day introductory probationary period, • Student loan payoff, up to $5,000 / year (monthly loan payments) after 6 months of employment, • Paid time off (PTO) after 90 days: 32 hours Year 1-2, 64 hours year 3-4; 80 hours year 5+ accrues each pay period; some seasonal blackout dates apply. Unpaid time off available if more days off are needed., • Health coverage: Up to 500 / mo. individual and 1000/ mo family, • Monthly dining reimbursement: $100 / mo, • Mileage reimbursement for approved work travel (IRS rate 72c / mi.), • Cell Phone reimbursement up to $70 / mo, • 15% Rent discount (if applicable and available), • 401k automatic 3% annual employer contribution (no employee contribution required) Reports To: • Asset Managers Position Summary: The Operations Administrator / Assistant Property Manager is a role that supports day-to-day operations of apartment communities and related business projects or real estate projects, while also providing direct administrative and periodic personal assistant support to the asset managers. √ The ideal candidate will be extremely organized and comfortable working in an autonomous environment, as generally the only onsite staff member in the office on most days. √ High growth potential and long term upward mobility position, with strong multiyear performance in this role This role: • Keeps property operations moving: tenant relations, leasing support, maintenance coordination, inspections, vendor coordination, and administrative support, • Acts as a “right hand” to asset managers, handling logistics, paperwork, errands, and follow-through for both real estate and related business activities (including flip properties and other ventures), • Works in both office and field environments and must be equally comfortable at a desk, on property grounds, and in occupied or vacant homes and apartments. Rough Time Allocation: • 50-60%: Property Operations, Maintenance Coordination and Administrative Support, • 40-50%: Asset Manager Assistant Support & Administrative Support for various business interests This position requires an extremely organized individual. High level of professionalism, patience, organization and strong written notes so that ownership & asset managers can review interactions with residents, vendors, and prospects “as if they were there.” Key Responsibilities: Property Operations and Tenant Relations • Serve as a primary point of contact for residents and prospects via phone, email, text, and in-person, • Provide clear, calm, and consistent customer service when explaining lease terms, billing statements, policies, and procedures, • Intake, schedule, and coordinate maintenance work orders between residents, maintenance staff, and third-party vendors, • Perform visual property, unit, and common-area inspections as assigned; document findings with photos and written notes, assigning maintenance tasks when needed, • Support leasing activities:, • Intake and track leads, schedule showings, and conduct or assist with tours, • Process rental applications and prepare files for approval, • Communicate move-in dates, prepare welcome materials, and complete final pre-move-in checks, • Assist with renewals and notice-to-vacate tracking, • Enforce lease terms by issuing letters, notices, and fines as directed, • Post notices on doors or in common areas in compliance with internal policies and legal requirements, • Maintain accurate files for residents, properties, and vendors, including periodic audit support, • Provide organizational and inventory support for maintenance shops, supply rooms, and storage areas, • Perform an initial review of maintenance requests (contact resident, gather information, take photos, help determine whether in-house or vendor repair is needed, and set expectation with resident on next steps), • Help oversee third-party vendors on site to ensure work meets company quality standards; document issues and escalate as needed, • Understand and follow Fair Housing principles and company policies Administrative and Office Support • Answer and route calls, texts, emails, and mail; handle inquiries directly when appropriate, escalate to managers when needed, • Summarize phone calls and in-person interactions in written form so other team members can quickly understand what occurred and what follow-up is needed, • Scan, upload, and organize documents in shared drive/property management software; maintain logical and consistent filing systems, • Process and organize invoices, vendor records, and tenant files for manager review and payment processing, • Track and maintain office supplies; keep the office organized, clean, and presentable for residents, vendors, ownership, and visitors, • Receive shipments of materials; coordinate drop-off and installation of equipment, appliances, and supplies, • Receive and Process incoming mail, • Support use of property management software (AppFolio experience a plus) and other web-based tools for day-to-day operations, • On-call emergency call rotation one weekend per month (additional pay; additional weekends if desired for additional comp) Asset Manager Assistant Support • Assist asset managers with day-to-day administrative tasks related to:, • Apartment operations, • Flip properties and renovation projects, • Other various related business ventures, • Order and pick up materials and supplies from vendors, hardware stores, and other locations as directed, • Assist with calendars, scheduling meetings, and setting reminders for key deadlines (inspections, renewals, project milestones, etc.), • Prepare and organize documents, spreadsheets, and simple presentations for owner/partner or lender meetings, • Run occasional personal and business errands for asset managers (e.g., deliveries, returns, time-sensitive pickups, mail pickup) in a professional manner, • Maintain confidentiality regarding business and personal information at all times General Expectations and Requirements • Represent Bohouse with integrity and professionalism at all times, • Maintain a calm, patient demeanor with residents, vendors, and teammates, even when situations are tense or emotionally charged, • Keep thorough written notes so that any manager can reconstruct events and decisions based on your documentation, • Work independently with periodic in-person supervision and regular check-ins via phone/email/video, • Adhere to all company policies, procedures, and safety standards, • “All other duties as assigned” in support of business operations Required Skills and Competencies: • Strong organizational skills and attention to detail, • Excellent written and verbal communication skills, • Comfortable summarizing phone calls, in-person conversations, and site visits in concise written notes, • Solid critical thinking and problem-solving skills; able to triage issues and know when to escalate a situation to an asset manager, • Strong interpersonal skills and ability to work with a wide range of personalities (residents, vendors, colleagues, ownership), • Ability to handle sensitive information (financial, personal, legal) with discretion and confidentiality, • Proficiency with:, • Basic office software (word processing, spreadsheets), • Web-based tools (email, shared drives, online forms - Google Drive/Workspace), • Smartphones for calls, texts, photos, and basic apps, • Ability and willingness to learn property management software (AppFolio experience a plus), • Comfortable working in both office and field environments Education and Experience: • High school diploma or equivalent required; associate degree or higher preferred, • Prior experience in property management, real estate, office administration, or customer service strongly preferred Physical Requirements and Work Environment: • Office and field environment (indoor and outdoor work as needed), • Prolonged periods sitting at a desk and working on a computer, • Frequent walking throughout buildings and up and down stairs, • Frequent bending, stooping, kneeling, crouching, and reaching, • Ability to regularly lift and move items up to 20–40 pounds, and occasionally more when assisting with deliveries or supplies, • Work may occur in temperature ranges from very cold to very hot depending on season and task License and Work Authorization: • Valid driver’s license and reliable transportation required, • Eligible to work in the United States Benefits: • 90-day introductory probationary period, • Student loan payoff, up to $5,000 / year (monthly loan payments) after 6 months of employment, • Paid time off (PTO) after 90 days: 32 hours Year 1-2, 64 hours year 3-4; 80 hours year 5+ accrues each pay period; some seasonal blackout dates apply. Unpaid time off available if more days off are needed., • Health coverage: Up to 500 / mo. individual and 1000/ mo family, • Monthly dining reimbursement: $100 / mo, • Mileage reimbursement for approved work travel (IRS rate 72c / mi.), • Cell Phone reimbursement up to $70 / mo, • 15% Rent discount (if applicable and available), • 401k automatic 3% annual employer contribution (no employee contribution required) Equal Opportunity Statement: We are an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.