Administrative Specialist

Administrative Specialist

Are you a detail-oriented professional with a knack for organization and a passion for keeping operations running smoothly? We're looking for an Administrative Specialist to join us in our Denver Corporate Office and support our team with high-level administrative tasks, efficient office management, and exceptional communication skills. This role is ideal for someone who thrives in a fast-paced environment and enjoys being the go-to person for coordination, problem-solving, and process improvement. If you're ready to make an impact and grow your career, we want to hear from you!

Job Summary

The Administrative Specialist provides administrative and operational support to the Denver Corporate Office. Working closely with the Executive Assistant, this role supports executives, Regional Managers, corporate departments, and on-site teams while ensuring the efficient day-to-day operation of the office. The ideal candidate is highly organized, proactive, adaptable, and able to manage multiple priorities with professionalism, discretion, and attention to detail.

Essential Job Functions

Administrative Support

• Partner with the Executive Assistant to support executives, special projects, and corporate initiatives.
• Coordinate calendars, meetings, travel arrangements, and communications.
• Prepare correspondence, reports, presentations, and other business documents.
• Maintain office files, records, databases, and corporate logs.
• Prepare and reconcile monthly Concur expense reports for Vice Presidents.
• Review monthly commission statements.
• Provide administrative support for the MAXXWear uniform program.
• Support Regional Managers, corporate departments, and on-site property teams as business needs require.

Office Operations

• Manage office supplies, inventory, and vendor orders.
• Coordinate office meetings, catering, hospitality, and company events.
• Welcome visitors and provide general office support.
• Assist with maintaining an organized, professional, and efficient office environment.

Project & Operational Support

• Manage multiple projects while meeting deadlines and maintaining accuracy.
• Assist with personnel-related administrative tasks.
• Handle confidential information with discretion.
• Develop and improve administrative processes and office procedures.
• Identify opportunities to improve efficiency and proactively assist with special projects, filing, organization, and inventory management during slower business periods.

Qualifications

• 23 years of administrative or office support experience.
• Excellent organizational, communication, and time management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Self-starter with strong initiative and problem-solving skills.
• Ability to work independently while collaborating effectively with multiple teams.
• Proficiency in Microsoft Office Suite, Adobe Acrobat, Concur (or similar expense software), and standard office technology.
• Canva experience preferred, but not required. Training will be provided.
• Ability to maintain professionalism, accuracy, confidentiality, and exceptional customer service.

Employee Perks at MAXX Properties

• Industry competitive salaries
• Owner and operator of our entire national portfolio in all seven states
• 17 Days of paid time off in your first year with an additional day of PTO every year thereafter (PTO is accrued)
  • Employees receive an additional day of PTO each year (capped at 25 days after eight years)
  • Employees may carry over up to 40 hours (5 days) of unused PTO to the following year)
• 7 Days of sick & safe time (100% of unused balances carry over to the following year - year after year)
• Comprehensive benefits package including but not limited to medical, vision, dental, HSA, FSA, pet insurance, legal insurance, employee assistance program, etc.
• Rental discounts at any MAXX Property effective on your first day of employment
• Tuition reimbursement towards work-related courses (CAM-T, EPA, CPO) of up to $2,500/year
• Reimbursement on children's education/extra-curricular activities of up to $750/year
• $500 Employee Referral Program*

About MAXX Properties

MAXX Properties owns and manages multifamily apartment communities in seven states nationwide. Established in 1936, we have served our communities for 90 years while providing an unparalleled level of service to our residents. Now operating under the fourth generation of Wiener family leadership, the MAXX Properties portfolio includes 35+multi-family communities consisting of over 9,000 owned and operated multifamily units. Our longevity and impending growth are the perfect reasons to join our organization. We provide a family-friendly culture and the opportunity to work alongside exceptional teammates.