Adminstrative Assistant

cambridgerealestateservices; Portland (OR); On-site; USD 45,000 - 48,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

HSA contributions

Paid time off

Floating holidays

401k plan with company match

Tuition reimbursement

Job summary

Cambridge Real Estate Services seeks an Operations Coordinator to support Regional Managers and Portfolio Supervisors across multiple properties, coordinating essential functions and ensuring smooth day-to-day operations. This full-time, in-office role acts as a central point of contact among site teams, vendors, and internal departments.

The position emphasizes driving portfolio performance, coordinating licenses and transfers, and maintaining accurate property data while collaborating with

Qualifications

• Bachelor’s degree or equivalent experience preferred.
• 2-4+ years of property management, operations, or related experience.
• Strong understanding of property operations and vendor management.
• Experience with project coordination or multi-site support preferred.
• Proficiency in Microsoft Office Suite; property management software experience (e.g., Yardi) preferred.
• Strong organizational skills with high attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent communication and problem-solving skills.

Responsibilities

• Coordinate insurance claims from initiation through resolution with site teams, vendors, and carriers.
• Manage vendor coordination, scheduling, and follow-up to ensure timely work completion.
• Support CapX projects by coordinating bids, proposals, and approvals.
• Coordinate business licenses, permits, renewals, and related documentation to ensure compliance.
• Maintain and update property lists and related records; track rebill information.

Skills

Property management

Operations

Vendor management

Project coordination

Communication

Organization

Education

Bachelor’s degree or equivalent experience

Tools

Yardi

Microsoft Office

Job description

Compensation

$33 - $35 per hour

Summary

Provides operational and administrative support to Regional Managers and Portfolio Supervisors, with a focus on coordinating key property functions, supporting portfolio performance, and ensuring smooth execution of day-to-day operations. This role acts as a central point of coordination across vendors, site teams, and internal departments, while proactively supporting portfolio needs.

This position is full-time in-office, 40 hours per week, Monday - Friday.

Duties & Responsibilities

Operational Coordination

• Coordinate insurance claims from initiation through resolution, working with site teams, vendors, and carriers
• Manage vendor coordination, including scheduling, communication, and follow-up to ensure timely completion of work
• Support capital expenditure (CapX) projects by coordinating bidding processes, gathering proposals, and tracking approvals

Administrative & Compliance Support

• Coordinate business licenses, permits, renewals, and related documentation to help ensure properties remain in compliance with applicable requirements.
• Support new property acquisitions and property discontinuations, including coordinating utility setup, transfers, and closures related to new properties, ownership changes, and operational transitions; maintain and manage associated checklists.
• Maintain accurate property and site tracking by Portfolio Supervisor.
• Assist with data entry, updates, and ongoing maintenance of property lists and related records.
• Track and process rebill information, ensuring timely and accurate entry and follow-up.

Communication & Project Management

• Serve as a point of contact between site teams, vendors, and internal departments
• Track ongoing projects and ensure timely completion of tasks and deliverables
• Provide regular updates to supervisors on project status, risks, and outstanding items

Additional Support

• Assist with special projects, property transitions, and operational initiatives as assigned
• Support continuous improvement of processes and workflows across the portfolio

Qualifications

• Bachelor’s degree or equivalent experience preferred
• 2-4+ years of property management, operations, or related experience
• Strong understanding of property operations and vendor management
• Experience with project coordination or multi-site support preferred
• Proficiency in Microsoft Office Suite; property management software experience (e.g., Yardi) preferred
• Strong organizational skills with high attention to detail
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Excellent communication and problem-solving skillsSelf‑motivated with the ability to work both independently and collaboratively

Benefits

Cambridge Real Estate Services offers competitive wages, incentive bonuses, medical with a company‑funded HSA contribution to employees’ accounts of $4,400 annually, dental, vision, and life insurance, long‑term disability insurance, paid time off, floating holidays. paid holidays, tuition reimbursement, company events, 401k plan with a full 100% match of employee’s contribution up to 10%, and more. Benefits vary by position and hours worked.

Requirements

• Pre‑employment background screening
• Drug screening

About Us

Cambridge Real Estate Services manages multi‑family housing developments in the Western US including affordable housing, conventional communities, and historic properties. Staffed by dedicated and responsive property management and maintenance professionals, we strive to exceed expectations.

EEO Policy

Cambridge Real Estate Services affirms and actively promotes the right of all individuals to equal opportunity in employment without regard to any protected basis, including race, color, sex, national origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression or any other status protected by law.