Operations Assistant

ADP, Inc.; Minnetonka (MN); On-site; USD 36,000 - 44,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

HSA for high-deductible plans

401(k) with company match

Company-paid life insurance

Paid time off and holidays

Phone allowance

Professional development

Tuition reimbursement

Employee Assistance Program

Employee discounts

Referral program

Job summary

Hegenes Properties is seeking an Operations Assistant in Minnetonka, MN to run the corporate office and support the Director of Operations, regional managers, and the corporate team. This desk-based role suits someone highly organized who completes tasks with minimal reminders.

You will coordinate site visits, manage contracts and invoices, maintain calendars and contact lists, prepare leadership meeting materials, and assist with HR onboarding and events.

Qualifications

• 2+ years in office administration or executive support.
• Proficient with Google Workspace and Microsoft Office; quick to learn new tools.
• Excellent organizational and follow-through abilities.
• Strong written and verbal communication.

Responsibilities

• Schedule vendor site visits, inspections, and bids across regions.
• Follow up with vendors to secure COIs, W-9s, and contracts.
• Route invoices and approvals and track progress to closing.
• Track action items from leadership meetings and follow up.
• Consolidate rents, unit lists, and vendor data into clean spreadsheets.
• Maintain calendars, directories, and EOS scorecards.
• Prepare agendas and recap notes for leadership meetings.
• Maintain due-diligence folders and lease file indexing.
• Greet visitors, route calls, and manage mail and deliveries.
• Keep the office stocked and organized.
• Monitor the [e-mail] inbox and route inquiries.
• Conduct resident move-out calls and document feedback.
• Handle new hire and departure logistics with HR.
• Plan company events and seasonal items.

Skills

Office administration

Google Workspace

Microsoft Office

AppFolio

Strety

Trainual

AI tools

Tools

AppFolio

Strety

Trainual

AI tools

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Operations Assistant

Full-time Regular Minnetonka, MN, US 1 Attachments

Salary Range: $26.00 To $32.00 Hourly

About the Role

Hegenes Properties manages more than 3,000 residential and commercial units across Minnesota and North Dakota. The Operations Assistant runs the corporate office and takes administrative work off the Director of Operations, regional managers, and corporate team. This is a desk-based administrative role for someone highly organized who gets things done and follows through without reminders.

Responsibilities

• Schedule vendor site visits, property walks, bid walks, and inspections across all three regions; the field team attends.
• Follow up with vendors at the Director of Operations' direction: revise bids to apples-to-apples, collect COIs, W-9s, and contracts, and track what is outstanding.
• Route invoices, contracts, and approvals to the right person and follow up until closed.
• Track action items from leadership meetings and follow up until complete.
• Consolidate rent rolls, unit lists, rosters, and vendor lists from regional teams into clean spreadsheets.
• Maintain property contact lists, vendor lists, the company calendar, employee directory, and EOS scorecards.
• Prepare agendas, packets, and recap notes for leadership meetings.
• Maintain due diligence folders, checklists, and deadlines for acquisitions; scan and index lease files.
• Greet visitors, answer and route calls, and manage mail and deliveries.
• Keep the office, kitchen, and supplies stocked and organized.
• Monitor the [e-mail] inbox and route inquiries.
• Conduct resident move-out calls and document feedback for regional managers.
• Handle new hire and departure logistics (workstations, welcome materials, equipment) with HR.
• Plan company events, holiday cards, owner gifts, and seasonal items.

Qualifications

• 2+ years in office administration, executive assistance, or a comparable support role.
• Proficient in Google Workspace and Microsoft Office; quick to learn new tools (AppFolio, Strety, Trainual, AI tools).
• Highly organized with strong follow-through; closes loops without being asked twice.
• Clear, professional written and verbal communication.
• Self-starter who works well with minimal oversight.
• Valid driver's license and current auto insurance.
• Preferred: property management or multi-site experience, EOS familiarity, experience supporting a senior leader.
• Health, dental, and vision insurance; HSA for high-deductible plans
• 401(k) with company match; company-paid life insurance
• Paid time off and holidays; phone allowance
• Professional development, training, and tuition reimbursement
• Employee Assistance Program, employee discounts, referral program

Hegenes Properties is an equal opportunity employer. We perform background checks on all final candidates. This job description describes the general nature and responsibilities of the position and is subject to change. Employees may be asked to perform other duties as assigned. It does not constitute an employment contract.

About the Role

Hegenes Properties manages more than 3,000 residential and commercial units across Minnesota and North Dakota. The Operations Assistant runs the corporate office and takes administrative work off the Director of Operations, regional managers, and corporate team. This is a desk-based administrative role for someone highly organized who gets things done and follows through without reminders.

Responsibilities

• Schedule vendor site visits, property walks, bid walks, and inspections across all three regions; the field team attends.
• Follow up with vendors at the Director of Operations' direction: revise bids to apples-to-apples, collect COIs, W-9s, and contracts, and track what is outstanding.
• Route invoices, contracts, and approvals to the right person and follow up until closed.
• Track action items from leadership meetings and follow up until complete.
• Consolidate rent rolls, unit lists, rosters, and vendor lists from regional teams into clean spreadsheets.
• Maintain property contact lists, vendor lists, the company calendar, employee directory, and EOS scorecards.
• Prepare agendas, packets, and recap notes for leadership meetings.
• Maintain due diligence folders, checklists, and deadlines for acquisitions; scan and index lease files.
• Greet visitors, answer and route calls, and manage mail and deliveries.
• Keep the office, kitchen, and supplies stocked and organized.
• Monitor the [e-mail] inbox and route inquiries.
• Conduct resident move-out calls and document feedback for regional managers.
• Handle new hire and departure logistics (workstations, welcome materials, equipment) with HR.
• Plan company events, holiday cards, owner gifts, and seasonal items.

Qualifications

• 2+ years in office administration, executive assistance, or a comparable support role.
• Proficient in Google Workspace and Microsoft Office; quick to learn new tools (AppFolio, Strety, Trainual, AI tools).
• Highly organized with strong follow-through; closes loops without being asked twice.
• Clear, professional written and verbal communication.
• Self-starter who works well with minimal oversight.
• Valid driver's license and current auto insurance.
• Preferred: property management or multi-site experience, EOS familiarity, experience supporting a senior leader.

Benefits

• Health, dental, and vision insurance; HSA for high-deductible plans
• 401(k) with company match; company-paid life insurance
• Paid time off and holidays; phone allowance
• Professional development, training, and tuition reimbursement
• Employee Assistance Program, employee discounts, referral program

Hegenes Properties is an equal opportunity employer. We perform background checks on all final candidates. This job description describes the general nature and responsibilities of the position and is subject to change. Employees may be asked to perform other duties as assigned. It does not constitute an employment contract.

Monday through Friday from 8:00am-5:00pm, in office