Administrative Assistant

Company Overview:

Ovation, a family-owned and privately held real estate firm with a 40-year track record, is a vertically integrated organization specializing in the development, construction, and management of residential properties. To date, Ovation has developed over 40 properties, comprising more than 12,000 apartment units, with an additional 4,000 units currently in development pipeline. The firm's multifamily portfolio includes 6,000 Class A units, 400 active adult units, 2,200 affordable senior units, and 2,000 units managed for third parties for a total of 10,600 units under management. Committed to enhancing the lives of individuals, families, and communities, Ovation continues to expand its impact, one home at a time.

We are a dynamic and collaborative team dedicated to excellence and innovation. We value diversity and believe that it contributes to our success. We are committed to providing our employees with the tools, resources, and support they need to succeed in their roles.

We are looking for an Administrative Assistive to join our Property Management team. Our Administrative Assistant is an integral piece to our property management process. They will work under the direction of the Vice President of Property Management. The Administrative Assistant plays a vital role in Marketing, Facilities, Lifestyle, and Property Management departments with administrative tasks and specialized project-based assignments.

Key Responsibilities:

• Provide support and coordination on projects, prioritizing to meet deadlines; attends project meetings as required and compiles minutes.
• Coordinate and schedule meetings based on executive/group availability; schedules conference room and all related technology and provisions; attends as required; distributes notes to appropriate attendees.
• Provides lead support for ensuring all company event logistics; planning appropriately and in advance of the event; prepares budgets, coordinates with vendors/corporate departments and oversees the execution of events.
• Handle incoming escalated customer service calls.
• 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, codes and approves bulk orders from the onsite teams.
• Prepares presentations and all 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 reporting distribution of our online reputation management platform
• Marketing
• Audits online lead sources
• Supports social media management
• Audits on-site signage and marketing material

Lifestyle:

• Supports Administrative tasks associated with event management
• Sources new vendors for program
• Assists with monthly financial reporting
• Tracks and provides reporting on our online reputation management platform

Facilities:

• Manages training and required certifications
• Manages new hire uniform distribution

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, 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).

Benefits:

In addition to your salary, you will have access to comprehensive benefits, including medical, dental, vision coverage, and rental discount beginning on the first day of the month following 60 days of employment. Moreover, 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 15 days of paid time off, which is pro-rated in each pay period and increases with tenure (available after 90 days of employment), eleven holidays, and five half days annually.

***Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.***