Operations Assistant in Minnetonka, Minnesota at Hegenes Properties

About the Role

Hegenes Properties manages more than 3,000 residential and commercial units across Minnesota and North Dakota. The Operations Assistant runs the corporate office and takes administrative work off the Director of Operations, regional managers, and corporate team. This is a desk-based administrative role for someone highly organized who gets things done and follows through without reminders.

Responsibilities

• Schedule vendor site visits, property walks, bid walks, and inspections across all three regions; the field team attends.
• Follow up with vendors at the Director of Operations' direction: revise bids to apples-to-apples, collect COIs, W-9s, and contracts, and track what is outstanding.
• Route invoices, contracts, and approvals to the right person and follow up until closed.
• Track action items from leadership meetings and follow up until complete.
• Consolidate rent rolls, unit lists, rosters, and vendor lists from regional teams into clean spreadsheets.
• Maintain property contact lists, vendor lists, the company calendar, employee directory, and EOS scorecards.
• Prepare agendas, packets, and recap notes for leadership meetings.
• Maintain due diligence folders, checklists, and deadlines for acquisitions; scan and index lease files.
• Greet visitors, answer and route calls, and manage mail and deliveries.
• Keep the office, kitchen, and supplies stocked and organized.
• Monitor the info@hegenes.com inbox and route inquiries.
• Conduct resident move-out calls and document feedback for regional managers.
• Handle new hire and departure logistics (workstations, welcome materials, equipment) with HR.
• Plan company events, holiday cards, owner gifts, and seasonal items.

Qualifications

• 2+ years in office administration, executive assistance, or a comparable support role.
• Proficient in Google Workspace and Microsoft Office; quick to learn new tools (AppFolio, Strety, Trainual, AI tools).
• Highly organized with strong follow-through; closes loops without being asked twice.
• Clear, professional written and verbal communication.
• Self-starter who works well with minimal oversight.
• Valid driver's license and current auto insurance.
• Preferred: property management or multi-site experience, EOS familiarity, experience supporting a senior leader.

Benefits

• Health, dental, and vision insurance; HSA for high-deductible plans
• 401(k) with company match; company-paid life insurance
• Paid time off and holidays; phone allowance
• Professional development, training, and tuition reimbursement
• Employee Assistance Program, employee discounts, referral program

Hegenes Properties is an equal opportunity employer. We perform background checks on all final candidates. This job description describes the general nature and responsibilities of the position and is subject to change. Employees may be asked to perform other duties as assigned. It does not constitute an employment contract.