Administrative Office Assistant

Job Description

Capital Property Management is the doorway to living in Portland's most vibrant neighborhoods — and that starts with a team that keeps things running smoothly behind the scenes. As a locally owned and operated company, we know that great communities are built on great teams, and we're looking for a detail-oriented problem-solver to support our Maintenance and Service Department.

In this role, you'll manage department communications, documentation, and daily office operations — playing a key part in the reliable, resident-focused service Capital is known for across Portland.

If you bring strong organizational skills, a proactive attitude, and enjoy collaborating with a team that takes care of each other, this is a great opportunity to grow your administrative career with us.

Ready to help us keep Portland's most vibrant neighborhoods feeling like home We'd love to hear from you.

Position Details

• Monday-Friday, 8:00am-4:00pm*; with an unpaid 1-hour lunch break (35-40 hours a week)
• Subject to change based on needs of the department or approved requests for alternate schedule.
• Portland, Oregon- Onsite with ability to drive to properties as needed
• Hourly wage + Benefits. ($19-21/hr)
  
  

Responsibilities

• Answer overflow phone calls, creating and submitting work orders (WOs) or relaying messages to the appropriate Property Coordinator (PC)
• Monitor office supply inventory and give Maintenance and Service Managers a heads-up before stock runs low
• Serve as the go-to point of contact for vendors and residents picking up or requesting keys, including managing the key-cutting request chat
• Assist with key-cutting requests
• Prepare and send Notices of Entry (NOEs) and building letters for recurring preventative maintenance (HVAC servicing, sump pump checks, sewer line jetting, gutter cleaning, and more)
• Post NOEs as needed
• Send building letters and reminders to keep residents informed
• Support vendors with general inquiries and day-to-day needs
• Help coordinate the offboarding process for properties leaving management
• Take on other reasonable duties within the scope of the role as assigned
  
  

Key Competencies

• Related administrative or office experience preferred
• Thrives both as part of a team and when working independently
• Proficient in Microsoft Office Suite (Word, Excel, Outlook)
• Minimum typing speed of 50 WPM
• Strong written and verbal communication skills
• Skilled at multitasking and prioritizing in a fast-paced environment
• Customer-service minded, with ease interacting with vendors, residents, and internal staff
• Sharp attention to detail, especially for scheduling and documentation (NOEs, letters, WOs)
• Solid organizational and inventory-tracking skills
• Comfortable working independently while coordinating across teams (Maintenance, PCs, Service Managers)
• Reliable personal vehicle, valid driver's license, and current auto insurance required for occasional travel between properties
  
  

Education and/or Experience

• High school diploma or equivalent required; Associate's degree a plus
• 1-2 years of administrative, office support, or customer service experience preferred
• Experience in property management, real estate, or a related industry is a plus, but not required
  
  

How to Apply

To apply, please email your resume and a brief note about what interests you about this role to [HIDDEN TEXT].

Must be legally authorized to work in the U.S. Must be able to pass a criminal background investigation after conditional job offer.
Skills Required
Microsoft Office Suite