Administrative Office Assistant

Capital Property Management; Indiana (PA); On-site; USD 40,000 - 44,000; Full time

Job summary

Capital Property Management is seeking an organized administrative assistant to support the Maintenance and Service Department in Portland. You will handle department communications, documentation, and daily office operations, ensuring resident-focused service and smooth facility operations.

The role requires 1–2 years of admin experience, strong MS Office skills, and attention to detail. This is a Monday–Friday onsite position with an hourly wage of $19–$21 and benefits.

Qualifications

• High school diploma or equivalent required; Associate’s degree a plus.
• 1-2 years administrative, office support, or customer service experience preferred.
• Experience in property management, real estate, or related industry is a plus, but not required.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook).

Responsibilities

• Answer overflow phone calls, creating and submitting work orders (WOs) or relaying messages to the appropriate Property Coordinator (PC).
• Monitor office supply inventory and give Maintenance and Service Managers a heads-up before stock runs low.
• Serve as the go-to point of contact for vendors and residents picking up or requesting keys, including managing the key-cutting request chat.
• Assist with key-cutting requests.
• Prepare and send Notices of Entry (NOEs) and building letters for recurring preventative maintenance (HVAC servicing, sump pump checks, sewer line jetting, gutter cleaning, and more).
• Post NOEs as needed.
• Send building letters and reminders to keep residents informed.
• Support vendors with general inquiries and day-to-day needs.
• Help coordinate the offboarding process for properties leaving management.
• Take on other reasonable duties within the scope of the role as assigned.

Skills

Office experience

Teamwork

Microsoft Office

Typing 50 WPM

Communication skills

Multitasking

Customer service

Attention to detail

Inventory management

Cross-team coordination

Education

High school diploma or equivalent

Associate's degree

Job description

Job Description

Capital Property Management is the doorway to living in Portland's most vibrant neighborhoods — and that starts with a team that keeps things running smoothly behind the scenes. As a locally owned and operated company, we know that great communities are built on great teams, and we're looking for a detail-oriented problem-solver to support our Maintenance and Service Department. In this role, you'll manage department communications, documentation, and daily office operations — playing a key part in the reliable, resident-focused service Capital is known for across Portland. If you bring strong organizational skills, a proactive attitude, and enjoy collaborating with a team that takes care of each other, this is a great opportunity to grow your administrative career with us. Ready to help us keep Portland's most vibrant neighborhoods feeling like home? We'd love to hear from you.

Position Details

• Monday-Friday, 8:00am-4:00pm*; with an unpaid 1-hour lunch break (35-40 hours a week)
• Subject to change based on needs of the department or approved requests for alternate schedule.
• Portland, Oregon- Onsite with ability to drive to properties as needed
• Hourly wage + Benefits. ($19-21/hr)

Responsibilities

• Answer overflow phone calls, creating and submitting work orders (WOs) or relaying messages to the appropriate Property Coordinator (PC)
• Monitor office supply inventory and give Maintenance and Service Managers a heads-up before stock runs low
• Serve as the go-to point of contact for vendors and residents picking up or requesting keys, including managing the key-cutting request chat
• Assist with key-cutting requests
• Prepare and send Notices of Entry (NOEs) and building letters for recurring preventative maintenance (HVAC servicing, sump pump checks, sewer line jetting, gutter cleaning, and more)
• Post NOEs as needed
• Send building letters and reminders to keep residents informed
• Support vendors with general inquiries and day-to-day needs
• Help coordinate the offboarding process for properties leaving management
• Take on other reasonable duties within the scope of the role as assigned

Key Competencies

• Related administrative or office experience preferred
• Thrives both as part of a team and when working independently
• Proficient in Microsoft Office Suite (Word, Excel, Outlook)
• Minimum typing speed of 50 WPM
• Strong written and verbal communication skills
• Skilled at multitasking and prioritizing in a fast-paced environment
• Customer-service minded, with ease interacting with vendors, residents, and internal staff
• Sharp attention to detail, especially for scheduling and documentation (NOEs, letters, WOs)
• Solid organizational and inventory-tracking skills
• Comfortable working independently while coordinating across teams (Maintenance, PCs, Service Managers)
• Reliable personal vehicle, valid driver's license, and current auto insurance required for occasional travel between properties

Education and/or Experience

• High school diploma or equivalent required; Associate's degree a plus
• 1-2 years of administrative, office support, or customer service experience preferred
• Experience in property management, real estate, or a related industry is a plus, but not required

How to Apply

Must be legally authorized to work in the U.S. Must be able to pass a criminal background investigation after conditional job offer.