Administrative Office Assistant

Written By Summer Sargent

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 summer@capitalpdx.com.

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

Summer Sargent