Administrative Office Assistant

Capitalpdx; Portland, Northern (OR, KY); Hybrid; USD 26,000 - 29,000; Full time

Benefits offered by this job

Benefits

Job summary

Capital Property Management in Portland, OR is seeking a detail-oriented administrative professional to support the Maintenance and Service Department. You will handle department communications, documentation, and daily office operations to ensure reliable, resident-focused service.

The role requires strong organizational skills, proactive teamwork, and the ability to multitask in a fast-paced environment. Onsite with occasional travel to properties, with an 8:00am-4:00pm schedule and

Qualifications

• High school diploma or equivalent required; Associate's degree a plus.
• 1–2 years of administrative, office support, or customer service experience preferred.
• Property management experience is a plus, but not required.

Responsibilities

• Answer overflow phone calls and create/submit work orders; relay messages to the appropriate Property Coordinator.
• Monitor office supply inventory and inform Maintenance and Service Managers before stock runs low.
• Serve as the main contact for vendors and residents for keys, including managing key-cutting request chat.
• Assist with key-cutting requests.
• Prepare and send Notices of Entry (NOEs) and building letters for recurring preventative maintenance.
• Post NOEs as needed and send reminders to residents.
• Support vendors with general inquiries and day-to-day needs.
• Help coordinate offboarding for properties leaving management.

Skills

Organization

Multitasking

Communication skills

Typing speed

Customer service

Detail orientation

Education

High school diploma or equivalent

Associate's degree

Tools

Microsoft Office

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.

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

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

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