Property Operations & Admin Assistant

Hegenes Properties; Oak Knoll (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, training, &

Job summary

Hegenes Properties is seeking an Operations Assistant to run the corporate office and support the Director of Operations, regional managers, and the central team. This desk-based role rewards organization, follow-through, and proactive task completion.

In this full-time position in Minnetonka, Minnesota, you will handle vendor coordination, invoicing, meeting prep, and general admin. A strong knowledge of Google Workspace and Office is essential, along with a valid driver's license and reliable

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.

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.

Skills

Google Workspace

Microsoft Office

Organization

Communication

Self-starter

Driver's license

Tools

AppFolio

Strety

Trainual

AI tools

Job description

Hegenes Properties is seeking an Operations Assistant to run the corporate office and support the Director of Operations, regional managers, and the central team. This desk-based role rewards organization, follow-through, and proactive task completion.

In this full-time position in Minnetonka, Minnesota, you will handle vendor coordination, invoicing, meeting prep, and general admin. A strong knowledge of Google Workspace and Office is essential, along with a valid driver's license and reliable