Operations Assistant: Property Admin & Office Support

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

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.