Special Projects Assistant

Job Description: Special Projects Assistant

Position Summary

The Special Projects Assistant supports the President of Property Management by coordinating and executing a wide variety of operational, administrative, and project-based tasks across the IPM portfolio. This role is responsible for tracking priorities, driving follow-up, supporting internal communication, and assisting with special initiatives that improve efficiency, resident satisfaction, property performance, and team execution. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced environment with shifting priorities.

Key Responsibilities

Executive & Administrative Support

• Provide direct administrative support to the President of Property Management, including calendar coordination, meeting preparation, and task follow-up


• Organize agendas, meeting notes, and action item tracking for leadership meetings and project updates


• Maintain organized digital files, project documentation, and communication records


• Assist with drafting professional emails, internal updates, and resident/tenant communications as needed

Special Projects & Operational Support

• Assist with planning and execution of property management initiatives and operational improvement projects


• Coordinate internal follow-up across departments (leasing, maintenance, accounting, vendors, and onsite staff) to ensure deadlines are met


• Track project timelines, deliverables, and status updates using spreadsheets, task lists, or project tools


• Support process improvements related to move-ins/move-outs, renewals, resident experience, vendor performance, and work order efficiency

Property & Portfolio Coordination

• Support property-related workflows such as unit turns, inspections, vendor scheduling, and document collection


• Assist with collecting and compiling data for reporting such as occupancy, delinquency, work order trends, unit turn status, and resident feedback


• Help ensure portfolio tasks are completed consistently and in accordance with company standards


• Coordinate communication between office and field teams to keep operations aligned

Vendor & Maintenance Coordination

• Assist with vendor communication, scheduling, and tracking of work completion for property projects


• Help gather quotes, organize proposals, and ensure documentation is routed appropriately for approvals


• Track vendor insurance certificates, W-9s, and onboarding requirements as needed


• Support follow-up on open work orders, punch lists, and property readiness items

Financial & Document Support

• Assist with collecting invoices, supporting approvals, and tracking billing-related documentation


• Support basic reporting and spreadsheet tracking for projects, budgets, and operational metrics


• Help ensure documentation is properly filed for compliance, audits, and internal recordkeeping

Communication & Customer Service Support

• Serve as a professional point of contact for internal teams, vendors, and occasionally residents when needed


• Assist with resolving escalated resident issues by gathering facts, tracking next steps, and ensuring follow-through


• Help maintain a high standard of professionalism, responsiveness, and confidentiality

Qualifications

• 1–3+ years of administrative, operations, real estate, or property management support experience preferred


• Strong organizational skills and ability to manage multiple priorities at once


• Excellent written and verbal communication skills


• Strong attention to detail and follow-through


• Proficiency in Microsoft Office (Outlook, Excel, Word) and comfort learning new systems


• Ability to handle sensitive/confidential information with professionalism

Preferred Skills / Experience

• Experience in property management, real estate, construction coordination, or facilities operations


• Familiarity with property management software (AppFolio, Yardi, Buildium, etc.)


• Experience tracking projects, timelines, and vendor coordination


• Strong problem-solving skills and ability to work independently

What We Offer

• Competitive salary and benefits package.


• Health, Dental and Vision package.


• 401k with Match