Administrative Assistant, Operations

Administrative Assistant, Operations

Location: Key Tower - 127 Public Square

Business: We know that a "one-size-fits-all" approach doesn't work when it comes to residential living. That's why, at Brookfield Properties, our portfolio features a wide range of options for any stage of life. And though our properties may be diverse, one thing is universal: all offer the unparalleled quality, service, and support our residents deserve.

If you're ready to be a part of our team, we encourage you to apply.

Position Summary

Brookfield Properties Multifamily is seeking an Administrative Assistant, Operations to support the day-to-day regional operations, reporting to the Senior Vice Presidents of Operations. This role provides administrative and operational support across a range of activities including calendar management, expense reporting, purchase order creation and P2P processing, executive support, and management of a shared customer service mailbox. The position also coordinates meetings and events, supports regional leadership and team meetings, manages vendor setup and agreements, prepares presentations and on-demand reports, assists with onboarding activities, and supports special projects as needed. The role works across multiple systems and platforms to support operational workflows, reporting, and documentation.

Working Hours: 10am - 7pm EST

Essential Job Function

Job Function #1: Administrative & Executive Support (70%)

• Provide day-to-day administrative and executive support to Senior Vice Presidents of Operations, including calendar management, scheduling, and coordination of priorities.
• Manage a shared customer service mailbox, triaging inquiries and ensuring timely follow-up.
• Support onboarding activities for new team members, including coordination of materials, systems access, and logistics.

Job Function #2: Financial, Vendor & Agreement Support (10%)

• Create and manage purchase orders and P2P transactions, support vendor setup and maintenance.
• Prepare, submit, and track expense reports in SAP Concur, ensuring accuracy and timely processing.
• Support consultant and vendor agreements, including documentation coordination and tracking.

Job Function #3: Meetings, Events & Communications (10%)

• Coordinate regional leadership meetings, bi-weekly SVP and Regional Director meetings, and regional team meetings, including scheduling, agendas, materials, and follow-up.
• Plan and support meetings and events, managing logistics, communication, and materials.
• Prepare presentations and leadership materials using Microsoft Office tools.

Job Function #4: Reporting, Systems & Special Projects (10%)

• Prepare on-demand reports and support leadership requests using BI reporting dashboards and internal systems.
• Utilize Yardi, CRM IQ, P2P, and Adobe Acrobat to manage documentation, process transactions, and support reporting and operational needs.
• Support special projects and additional operational initiatives as assigned.

Education

Associate Degree or Undergraduate (Bachelor) Degree in Business Administration, Operations, or related field preferred

Work Experience

3-4 Years of Administrative or operations support required

3-4 Years of Executive Administrative Support preferred

1-2 Years of Hands-on experience with purchase orders, P2P processes, vendor setup, and expense reporting preferred

1-2 Years of Prior exposure to real estate, multifamily, property management, or corporate operations preferred

1-2 Years of Experience with enterprise systems such as ERP, P2P, CRM, and expense management platforms (e.g., Yardi, SAP Concur, or similar) preferred

Compensation

Commensurate with Experience

$27.86 - 39.01 hourly

Great Incentives!

Brookfield Properties cares about the well-being and work-life balance of our valued associates! To show how much we care, we offer awesome incentives that include:

• Full benefits package
• Generous paid time off
• 401(k) with company match
• Growth and advancement opportunities
• Lucrative referral bonus program
• Incredible associate rental discount if you choose to live on-site! Who wouldn't want to live at one of our beautiful properties (especially at a discounted rate)?!

The Cleveland corporate office follows a hybrid work model that requires employees to be in the corporate office at least four days per week to foster collaboration, innovation, and team celebration.

Equal Opportunity Employer: Minorities/Religion/Sex/Protected Veterans/Disability/Sexual Orientation/Gender Identity/Marital Status/Pregnancy/Age/National Origin/Genetic Information. Drug free workplace