Executive Assistant & Property Operations Coordinator
Real Estate Investment & Development Company | Portland, Oregon
About the Company
We are a real estate investment and development company specializing in the acquisition, development, management, and leasing of real estate. Our portfolio includes commercial real estate and residential properties across multiple markets.
We are looking for a motivated, resourceful, and detail-oriented individual to join our team in the Portland area. This is an exciting opportunity for someone who enjoys variety, takes initiative, and is eager to learn. Every property and project brings new challenges and opportunities.
This is a mid-level position with significant potential for professional growth and advancement within the company. The position is part-time, with the potential to transition into a full-time role for the right candidate.
Position Overview
This is a hands-on position combining executive assistance, office administration, financial processing, property operations, facilities coordination, and project-related fieldwork.
The successful candidate must be highly organized, comfortable managing competing priorities, capable of working independently, and confident in communicating with company ownership, tenants, contractors, vendors, and other business associates.
Prior administrative or office experience is required, with executive assistant or executive support experience strongly preferred. Experience in real estate, vendor management, property management, facilities maintenance, or accounting is a plus but not required.
Qualifications & Requirements
- Previous administrative or office experience required; executive assistant or executive support experience strongly preferred.
- Experience supporting company ownership or senior management is highly desirable.
- Experience in real estate, commercial property management, leasing, title, escrow, vendor management, or facilities maintenance is a plus.
- Experience with invoice processing, expense coding, accounts payable, or bookkeeping preferred.
- Proficiency in Microsoft Office and Google Workspace.
- Exceptional organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Professional demeanor and confidence communicating with executives, tenants, contractors, vendors, and business associates.
- Strong numerical aptitude and ability to accurately process and code expenses to individual properties and projects.
- Ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.
- Resourcefulness and the ability to research, problem-solve, and quickly learn new skills.
- Dependable, flexible, self-motivated, and comfortable taking initiative.
- Willingness to assist with hands-on tasks, including general cleaning, organizing, and light maintenance and repairs.
- Must be comfortable working both in-office and remotely, with flexibility to travel to California periodically as business needs require.
Key Responsibilities
- Executive Assistance & Management Support
- Provide direct administrative and organizational support to company ownership and executive management.
- Manage calendars, coordinate appointments, meetings, and business travel as needed.
- Prepare correspondence, reports, presentations, and other business documents.
- Maintain confidential company, financial, and property-related records.
- Track important deadlines, project milestones, and management follow-up items.
- Coordinate communications with brokers, investors, attorneys, lenders, contractors, tenants, and other business associates.
- Conduct research and gather information to support management decisions and potential investment opportunities.
- Anticipate management needs and proactively ensure administrative matters are handled efficiently.
- Administrative & Financial Administration
- Manage incoming and outgoing phone calls, emails, and general correspondence.
- Coordinate with vendors, contractors, tenants, and service providers.
- Process incoming invoices and vendor bills, ensuring accuracy and timely handling.
- Review, code, and categorize invoices and expenses to the appropriate properties, projects, and accounts.
- Track bills for approval and payment and follow up on outstanding invoices.
- Assist with accounts payable, expense tracking, data entry, and basic bookkeeping.
- Maintain accurate and organized financial records and documentation.
- Prepare and maintain project task lists, schedules, and follow-up items.
- Assist with general office administration, document management, and research.
- Property & Facilities Operations
- Assist with the day-to-day administrative operations of the company's commercial and residential properties.
- Coordinate maintenance requests, contractor scheduling, and vendor services.
- Communicate with tenants and assist with tenant-related needs and requests.
- Help oversee the cleanliness, organization, and general upkeep of office and property spaces.
- Monitor and restock office and maintenance supplies.
- Assist with property inspections and general property oversight.
- Coordinate minor repairs and assist with general facilities maintenance as needed.
- Property & Project Support
- Organize property information, records, and acquisition-related documentation.
- Assist with property visits, inspections, and other field assignments.
- Coordinate with brokers, contractors, vendors, and other professionals involved in acquisitions and ongoing projects.
- Provide administrative and hands-on support for property improvements, development, and general project operations.
The Ideal Candidate
We are looking for an experienced, capable, and proactive individual who takes pride in their work and has exceptional attention to detail. The ideal candidate is a self-starter who can anticipate needs, exercise good judgment, manage multiple responsibilities, and work independently without constant direction.
This individual should be equally comfortable providing executive-level administrative support, handling financial and property-related responsibilities, communicating professionally with business associates, and assisting with hands-on operational needs.
We value professionalism, reliability, discretion, flexibility, and a strong work ethic. Most importantly, we are looking for someone who wants to grow with the company.
Interested candidates are invited to submit a resume and letter of interest to liz@2030inv.com
Please note this is an independent contractor position, with compensation and terms structured accordingly.