Project / Operations Administrator

Our client is a well known brand in the luxury apartment construction and property management space here in central Ohio. Over the years, they have diversified their business into related sectors, and due to growth have asked us to help them hire a Project and Operations Administrator to work directly for the CEO and COO.

This individual will support the CEO and other executives by organizing and reporting on progress on projects, initiatives, tasks, and activities throughout the organization. They will be a master at managing lists of projects and activities, and providing follow up and reporting.

The individual selected will have solid background in construction and / or property management, with the ability to work with executive / director level individuals. This person will compile information from meetings and email communication, and complete reports based on direct follow up with owners of the activities and tasks.  

Key Responsibilities:

• Gather and prepare materials and notes from various sources, meetings and departments on what tasks that need tracking and deadlines.
• Follow-up with task owners to report to CEO, COO, and other executives through call, email, or in person meetings.
• Ensure requests for action or information, which would normally receive the owner/executives attention are made known to responsible persons.
• Monitor all resulting activity for purposes of briefing the owner or other executives with frequent and dynamic reporting.
• Handle incoming and outgoing communications regarding tasks to ensure timely and accurate responses.
• Tracking progress and identify potential issues to deadlines to mitigate larger issues.
• Maintaining task documentation, including reports, meeting minutes, and other relevant files.

What makes this attractive over dozens of other similar positions?

• A growing, dynamic organization. While the core business is multifamily construction and property management (a booming market unto itself), executive leadership has an eye for diversification into complementary sectors.
• Great work / life balance.  Folks work hard, but rarely overtime or weekends. This stems from the executive leadership throughout the organization. It is not simply a practice but a philosophy.
• As you might guess, a very nice office environment. Easy access to major arteries. Close to stores, restaurants, etc.
• Comprehensive benefits package that includes 15 days PTO the first year (pro-rated), holidays (including floating), strong insurance benefits, 401k, etc.
• Company events. For example, last year everyone went canoeing. Photos indicate much fun was had! 

So, whats it take? 

As noted above, the chosen candidate will have experience in the construction / property management sector, be highly organized, and savvy and interpersonal skills to work with executives, directors, VPs, and other senior managers. A person will have the following talents and experience: 

• At least 5 years experience working with executive staff
• Prior experience in the construction and / or property management industry
• Bachelors Degree or similar equivalent experience
• Strong organizational and time management skills
• Savvy with software and tools for organizing and reporting data on tasks and activities
• Skill and accuracy in the control, organization and maintenance of files and records
• Ability to accurately relate needs to other staff
• Ability to build rapport to gather information from others, make inquiries and synthesize information

Curious if this might be right for you? Let us know for a confidential discussion.