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