Position Summary
The Team Executive Assistant - Operations, HR & Purchasing provides centralized administrative coordination that improves consistency, follow-through, and efficiency across the Property Management organization. The role supports operating meetings and reporting, HR administration and onboarding coordination, purchasing and vendor documentation, and new-community setup. The position coordinates approved processes but does not replace the decision-making authority of Property Management leadership, Human Resources, Accounting, or Purchasing/Procurement.
Key Responsibilities
Operations Support
- Coordinate recurring Property Management meetings, agendas, materials, action items, calendars, deadlines, and reporting schedules.
- Maintain organizational charts, property rosters, contact lists, shared forms, templates, and operating records.
- Assist with portfolio reports, travel, trainings, property transitions, and special projects.
- Track assigned operating initiatives and follow up with responsible parties.
HR Administration Support
- Coordinate job postings, interview scheduling, candidate communications, recruiting trackers, and onboarding logistics.
- Maintain onboarding/offboarding checklists, training/certification tracking, employee rosters, and required administrative documentation.
- Coordinate start dates, systems/access needs, uniforms, equipment, and other onboarding items with the appropriate departments.
- Maintain confidentiality and route employee-relations or policy matters to HR.
Purchasing & Vendor Administration
- Process and track approved purchase requests and orders.
- Maintain preferred-vendor, supplier, product, W-9, certificate-of-insurance, contract, and purchasing records.
- Track order status, resolve administrative fulfillment issues, and coordinate standardized purchases.
- Assist with pricing comparisons and bid administration when requested.
- Coordinate with Accounting on invoice documentation, coding questions, and purchasing discrepancies.
Key Performance Indicators
- Timeliness and accuracy of administrative support.
- Completion of action-item and deadline follow-up.
- Recruiting and onboarding coordination.
- Accuracy and completeness of employee and vendor documentation.
- Order accuracy, status tracking, and purchasing turnaround.
- Organization of operating records and shared resources.
- Successful administrative support of new-community openings.
- Responsiveness to property and regional teams.
Leadership / Work Style
The successful candidate is proactive, highly organized, dependable, and comfortable moving HR administration, and purchasing coordination. The role should make managers more effective by creating structure and reliable follow-through without becoming an additional approval layer.
Qualifications
- Bachelor’s degree preferred.
- 5+ years of executive assistant, administrative, HR coordination, purchasing, property-management support, or related experience.
- Strong organization, follow-through, communication, and attention to detail.
- High level of discretion with confidential employee and business information.
- Ability to coordinate multiple workstreams across departments and properties.
- Proficiency with Microsoft Office and business software.
- Experience with HRIS, property-management, purchasing, accounting, or document-management systems preferred.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
Work Location: In person
