Job Openings Operations Assistant

About the job Operations Assistant

Location: Work from Home
Type of Employment: Full-time or Part-time (depends on client requirements)
Work Shift: US Business Hours

About Us

OurAssistants connects businesses with top-tier Virtual Assistants (VAs) to streamline operations and enhance productivity. We specialize in matching skilled professionals to various industries, ensuring a seamless remote work experience. Join us and be part of a dynamic team that values excellence and innovation. Learn more at ourassistants.com.

Job Summary:

The Operations Assistant provides daily administrative support, maintains operational reports, coordinates projects, and helps drive process improvement across teams. This role requires excellent organizational skills, attention to detail, and the ability to collaborate with internal teams to ensure smooth business operations and foster a positive company culture.

Key Responsibilities:

  • Ensure the accuracy of personal hours recorded and maintain up-to-date trackers and reports.

  • Adhere to Local, State, and Federal regulations (e.g., Fair Housing, Landlord-Tenant Laws, OSHA) and follow all company policies and procedures.

  • Promptly respond to voicemails and emails, ideally the same day and no later than 24 hours.

  • Redirect resident inquiries outside of scope to the appropriate team member via phone or by assigning an activity in AppFolio.

  • Attend team meetings to share updates, address challenges, and strengthen team engagement.

  • Support ad hoc projects assigned by the direct supervisor or leadership.

  • Update policies, reports, trackers, and flow charts as needed.

  • Add and update Planner tasks for the Operations and Optimized teams.

  • Maintain and distribute recurring reports, including the Master Weekly Report and Monthly MFH/SFH Reports.

  • Create and distribute internal communications such as the GTM Newsletter and monthly spotlight nominations.

  • Research potential AppFolio Stack partnerships and gather service quotes upon request.

  • Conduct ad hoc audits in SharePoint or AppFolio to support compliance and accuracy.

  • Audit RingCentral call queues weekly to identify areas for improvement.

  • Refresh reports for the Asset Management department as directed by the Asset Manager.

  • Coordinate and participate in team-building activities, such as biweekly morning coffee events, to promote a positive work environment.

  • Provide coverage and assistance to other departments during absences or team transitions.

  • Meet regularly with the supervisor to report on progress and receive new assignments.

Requirements:

  • Proven experience in an administrative, operations support, or similar role (preferably within property management, real estate, or related industry).

  • Strong organizational and time-management skills with the ability to handle multiple priorities.

  • Excellent written and verbal communication skills.

  • Proficiency in Microsoft Office Suite (Excel, Outlook, Word, etc.).

  • Familiarity with property management or workflow tools (e.g., AppFolio, SharePoint, RingCentral, Planner) is a plus.

  • High attention to detail and commitment to accuracy.

  • Ability to work both independently and collaboratively in a fast-paced environment.


Additional Requirements

  • Must be currently residing in the Philippines, Latin America or South Africa
  • Must have a stable internet connection and remote-ready workstation



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