Administrative Assistant - Property Management

PRIMARY OBJECTIVES:

The primary objective of the Ovation Property Management Administrative Assistant is to support the Marketing, Facilities, Lifestyle, and Property Management departments with administrative tasks and specialized project-based assignments. This involves managing schedules, coordinating meetings and events, handling correspondence, preparing reports and presentations, and acting as a liaison with the onsite teams. The Assistant also collaborates between departments to streamline communication and workflow, supports marketing initiatives, assists with facilities management administrative tasks, and helps coordinate lifestyle programs. By effectively managing these responsibilities, the OPM Administrative Assistant enables the smooth operation and strategic alignment of all four areas, contributing to overall organizational success.

KEY RESPONSIBILITIES:

Internal and External Customer Service

• Handle incoming escalated customer service calls, works with the regional/ property managers for a resolution and responds to the customer to close the loop. 


• Demonstrates exceptional communication skills while proactively interacting with corporate and on-site property team members.


• Supports the company mission, vision and brand values. 


• Promotes positive, proactive internal and external customer interactions to make the Ovation experience the highest quality.

General Administrative tasks 

• Coordinate and schedule meetings based on executive/group availability; schedules conference room, F&B, and all related technology and provisions; attends as required; distributes notes to appropriate attendees.


• Distributes/tracks documents; facilitates document processing including but not limited to check requests, contracts (upload and process), new hire paperwork, change orders, utility processing etc.


• Processes paperwork/tasks related to the onsite teams.


• Prepares presentations and written communication, including but not limited to email, memos, etc.


• Maintains inventory of OPM office supplies; maintains copy area; manages document storage for long-term retention.


• Oversees operational tracking and reporting distribution


• Completes necessary administrative paperwork for the department utilizing various technological platforms.

Project Management

• Provide support and coordination on projects, prioritizing to meet deadlines; attends project meetings as required and compiles minutes.


• Provides organization, communication and takes ownership of misc. projects as needed

Education/ Experience

1-3 years’ experience in administrative support.

Hospitality experience preferred

ESSENTIAL KNOWLEDGE AND SKILLS:

• Ability to communicate clearly and effectively in English, both verbally and in writing.


• Detail-oriented, organized, and managing multiple tasks concurrently.


• Demonstrate initiative, personal awareness, respectful behavior, and integrity; maintain high quality of customer service and leadership.


• Occasional travel required.


• Regular, consistent and timely attendance is required (non-exempt).

Non-Essential Job Functions

• Other tasks as assigned by your supervisor, not listed as essential job functions

Compensation and Benefits

Salary: 
Starting at $25 DOE

We offer competitive salaries, career growth opportunities, and a comprehensive benefits package, including medical, dental, vision, and a 401(k) plan with employer match.

• Rent discount – Employee rent discount after 90 days. 


• Medical Insurance – 100% free option available for employee/company pays portion of dependent coverage, eligible 1st of the month after 60 days 


• Dental and Vision Insurance – Employee and dependent coverage options available, eligible 1st of the month after 60 days. 


• You will be eligible to enroll in our 401K plan on the first day of the quarter following three months of employment.  


• Our generous PTO package consists of 13 days of paid time off, which is pro-rated in each pay period and increases with tenure (available after 90 days of employment), ten holidays, and one-half day annually.