Administrative Assistant

Confidential; Dallas (TX); On-site; USD 50,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

Mileage reimbursement

Job summary

Confidential is seeking an Administrative Assistant (Operations) in Dallas to support a growing multifamily portfolio. This hands-on role works with executives, regional managers, onsite teams and external partners to keep processes, systems and projects moving efficiently.

You will manage procedures, dashboards and reports while coordinating acquisitions, transitions and vendor activities. Strong Excel/Microsoft 365 skills and experience with property-management software are essential.

Qualifications

• 3+ years of experience in administrative, operations or property-management support.
• Working knowledge of leasing-office operations, rent rolls, move-ins and day-to-day property processes.
• Hands-on property-management software experience; ResMan strongly preferred (Yardi, Entrata, RealPage or AppFolio also relevant).
• Advanced Excel and Microsoft 365 skills, including trackers, reporting and document management.
• Strong writing, organizational, prioritization and problem-solving skills; demonstrated ownership of projects through completion.
• Ability to handle confidential information, coordinate multiple stakeholders and travel to properties as needed.

Responsibilities

• Develop, organize and maintain company procedures, checklists, templates, standard forms and operational resources; track version updates and process owners.
• Coordinate cross-functional assignments, maintain action-item logs, communicate deadlines and follow through to documented completion.
• Research operational challenges, recommend practical improvements and support consistent execution across properties.
• Provide onsite operational coverage when needed, including temporary property-management support consistent with qualifications and company requirements.
• Coordinate administrative workstreams for acquisitions, dispositions, takeovers, rebrands and management transitions.
• Maintain transition checklists, timelines, document requests and outstanding-item logs; elevate delays or risks promptly.
• Work with buyers, sellers, lenders, title companies, prior managers and vendors to coordinate documentation, software access, utilities, signage and account changes.
• Support organized handoffs, post-transition follow-up and closeout documentation.
• Build and maintain operational dashboards, trackers and recurring leadership reports.
• Monitor occupancy, exposure, leads, tours, applications, leases, move-ins and conversion rates, along with other requested operating indicators.
• Validate report completeness and accuracy, reconcile discrepancies with property teams and highlight exceptions requiring action.
• Maintain reporting calendars, consistent definitions and dependable distribution deadlines.
• Maintain short-term rental procedures, guest messaging, house rules, escalation workflows and operating standards.
• Support Hostaway, Airbnb and direct-booking administration, coordinating reservations, payments, access, insurance documentation and onsite responsibilities.
• Prepare short-term rental operating reports and flag guest-service, financial or compliance exceptions for management review.
• Coordinate operational vendors, software providers, insurance contacts and signage partners; document deliverables, timelines and unresolved issues.
• Organize manager meetings, company events, employee recognition, contests and internal calendars.
• Draft and distribute approved company communications; support regional and onsite teams with special projects.
• Maintain organized shared files, contracts, reference materials and sensitive records in accordance with company retention and confidentiality practices.
• Maintain calendars and trackers for assigned inspections, renewals, insurance documents, vendor requirements and operational deadlines; elevate approaching due dates.
• Handle employee, resident, financial and transaction information discreetly and follow company privacy and information-security procedures.
• Use appropriate approvals and audit trails for system changes, vendor requests, expenditures and document distribution.

Skills

Administrative experience

Operations support

Travel coordination

Project coordination

Strong writing

Process improvement

Tools

ResMan

Hostaway

Microsoft 365

Google Workspace

Yardi

Entrata

RealPage

AppFolio

Job description

Our company is a vertically integrated multifamily owner-operator with a growing portfolio of garden-style communities across the Sunbelt and Southeast. We seek a proactive Administrative Assistant (Operations) to keep corporate processes, systems, projects and people moving across the portfolio. This is a hands-on operational support position, not a front-desk role, working closely with executives, regional managers, onsite teams and external partners.

Position overview

Our company is a vertically integrated multifamily owner-operator with a growing portfolio of garden-style communities across the Sunbelt and Southeast. We seek a proactive Administrative Assistant (Operations) to keep corporate processes, systems, projects and people moving across the portfolio. This is a hands-on operational support position, not a front-desk role, working closely with executives, regional managers, onsite teams and external partners.

Key responsibilities

Operations & Process Management

• Develop, organize and maintain company procedures, checklists, templates, standard forms and operational resources; track version updates and process owners.
• Coordinate cross-functional assignments, maintain action-item logs, communicate deadlines and follow through to documented completion.
• Research operational challenges, recommend practical improvements and support consistent execution across properties.
• Provide onsite operational coverage when needed, including temporary property-management support consistent with qualifications and company requirements.

Acquisitions, Dispositions & Transitions

• Coordinate administrative workstreams for acquisitions, dispositions, takeovers, rebrands and management transitions.
• Maintain transition checklists, timelines, document requests and outstanding-item logs; elevate delays or risks promptly.
• Work with buyers, sellers, lenders, title companies, prior managers and vendors to coordinate documentation, software access, utilities, signage and account changes.
• Support organized handoffs, post-transition follow-up and closeout documentation.

Systems, Access & Employee Training

• Support administration, implementation and troubleshooting of ResMan, Knock, Microsoft 365, Google Workspace, Hostaway and other company systems.
• Coordinate role-based system access for onboarding, transfers and offboarding, including timely removal of access and appropriate approvals.
• Develop clear training guides, job aids and step-by-step procedures; assist with employee training and software rollouts.
• Track system issues and vendor support tickets through resolution; maintain organized access and software records without sharing passwords insecurely.

Reporting, Data & Performance Tracking

• Build and maintain operational dashboards, trackers and recurring leadership reports.
• Monitor occupancy, exposure, leads, tours, applications, leases, move-ins and conversion rates, along with other requested operating indicators.
• Validate report completeness and accuracy, reconcile discrepancies with property teams and highlight exceptions requiring action.
• Maintain reporting calendars, consistent definitions and dependable distribution deadlines.

Short-Term Rental Administration

• Maintain short-term rental procedures, guest messaging, house rules, escalation workflows and operating standards.
• Support Hostaway, Airbnb and direct-booking administration, coordinating reservations, payments, access, insurance documentation and onsite responsibilities.
• Prepare short-term rental operating reports and flag guest-service, financial or compliance exceptions for management review.

Vendor, Project & Corporate Support

• Coordinate operational vendors, software providers, insurance contacts and signage partners; document deliverables, timelines and unresolved issues.
• Organize manager meetings, company events, employee recognition, contests and internal calendars.
• Draft and distribute approved company communications; support regional and onsite teams with special projects.
• Maintain organized shared files, contracts, reference materials and sensitive records in accordance with company retention and confidentiality practices.

Compliance, Controls & Follow-Through

• Maintain calendars and trackers for assigned inspections, renewals, insurance documents, vendor requirements and operational deadlines; elevate approaching due dates.
• Handle employee, resident, financial and transaction information discreetly and follow company privacy and information-security procedures.
• Use appropriate approvals and audit trails for system changes, vendor requests, expenditures and document distribution.

Qualifications

Required

• 3+ years of experience in administrative, operations or property-management support, preferably in multifamily housing.
• Working knowledge of leasing-office operations, rent rolls, move-ins and day-to-day property processes.
• Hands-on property-management software experience; ResMan strongly preferred (Yardi, Entrata, RealPage or AppFolio also relevant).
• Advanced Excel and Microsoft 365 skills, including trackers, reporting and document management.
• Strong writing, organizational, prioritization and problem-solving skills; demonstrated ownership of projects through completion.
• Ability to handle confidential information, coordinate multiple stakeholders and travel to properties as needed.

Preferred

• Experience with acquisitions, dispositions, property takeovers or operational transitions.
• Experience with ResMan, Hostaway, Airbnb or similar platforms.
• Experience training employees, building job aids or administering software access.
• Texas multifamily property-management experience.

What success looks like in year one

• Priority company procedures are current, clearly owned, easy to locate and reviewed on an established schedule.
• Transition deliverables are tracked to completion, with exceptions escalated and no unresolved items older than 30 days without an approved action plan.
• Leadership receives accurate, on-time recurring reports with clear identification of performance concerns.
• Employee access requests, training materials and assigned operational projects are handled promptly and documented consistently.
• Regional and onsite teams receive responsive support, with clear follow-up and accountability.

Compensation & benefits

• Base salary: $50,000–$75,000, depending on experience.
• Health, dental and vision insurance; paid time off and company holidays, subject to plan terms.
• Mileage reimbursement for approved property travel under company policy.

Employment details

Full-time, in-office position based in Dallas, Texas, with occasional travel to properties. FLSA classification to be confirmed based on actual duties and applicable law.