Administrative Operations Support Specialist
Operations Support Specialist Pratum Companies is seeking an administrative Operations Support Specialist to support corporate departments. The role will be based in our corporate office in Gaithersburg, MD, supporting the administrative and project needs of multiple company leaders. This is expected to be a full-time position, Monday-Friday 8:30-5:30 (less break time). This is not a remote role and requires residency in the Washington, DC metro region to work in-person in the corporate office. Main Job Tasks and Responsibilities Property/Program Onboarding: Acquisitions Queue Coordination Provides support for property onboarding/offboarding Maintain acquisition queue updates across departments Ensure onboarding checklists are accurate and ready before transition calls Coordinate transition calls and emails Prepare initial onboarding worksheets, internal checklists, and file setups Follow up with external parties for critical items Assist with Management Agreement/Plan/Staffing Plan when requested Assist with Owner/Client/Lender Deliverables when requested Vendor Partner Integrations Provides support for Global Operations Property Performance Reporting Corporate Announcements Property Allocations Operational Monthly and Quarterly Report Tracking Other Administrative Duties and Responsibilities Prepare, draft, and edit correspondence, communications, letters, e-mails, presentations and other documents using e-mail, word processing, spreadsheet, database, or other software. Manage calendars and schedules for meetings, appointments, and projects for team members. Will support property operations team with projects that span our managed portfolio of properties, including rent reporting, collections tracking and follow-up, general portfolio leadership support, etc. Will support other corporate departments as needed, including serving as a backup to corporate administration and receptionist responsibilities. May assist with, or be responsible for, company announcements and communications, company intranet content, social media support, vendor administration, employee relations and culture-building activities, etc. Will serve as the primary administrative point of contact for the property acquisition and disposition process, including all aspects of onboarding and offboarding properties to the company's portfolio of managed sites. Conduct research, assemble and analyze data to prepare reports and documents. Monitor, respond to and distribute incoming communications. Interact with external clients, associates, business partners, etc. Take accurate and comprehensive notes at meetings where needed. Other duties, responsibilities, tasks, and projects as assigned. Education and Experience 3 years’ experience providing administrative support to department head level executives. Experience in managing projects, tasks, input and contributions by multiple stakeholders, and time/task follow-up to ensure projects remain on-track for on-time and complete delivery. Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite (Teams, Outlook, SharePoint, Word, Excel, PowerPoint) Knowledge of standard office administrative practices and procedures High school diploma required. Bachelor’s degree a plus, but not required Technical knowledge and experience necessary to perform the tasks and responsibilities above. Key Competencies High level of interpersonal skills and the ability to display diplomacy, tact and professionalism. Must be trustworthy to an exceptional degree and able to be counted on to respect and protect privacy, responsible access to confidential information, financial information, and appropriately handle sensitive information and situations. Strong organizational skills and ability to plan, prioritize, and organize workload in order to meet deadlines. Must be able to multitask and remain organized in a fast-paced environment with conflicting priorities. Must not only be organized, but able to keep others organized. Superb English verbal and written communication skills. Must be a proactive self-starter and show initiative and be able to gather and monitor information and data and anticipate others’ needs based on the circumstances. Must display outstanding judgment and decision-making ability, and drive to results with a high attention to detail and accuracy. Must have a desire to take on new responsibilities in areas with little to no prior experience. This role is non-exempt and has an anticipated hourly pay range of $28.85-$31.25/hour for a new employee depending on a number of relevant factors including individuals’ experience, qualifications, knowledge, skills, abilities, client/property or company budgetary limitations/guidelines, and other job-related company and market considerations. This position may be eligible to receive discretionary and/or performance-based bonuses on a spot or annual basis, which are variable depending on individual merit/performance, budgetary limitations, company performance, and other job-related factors. This non-exempt role will be eligible for overtime for all hours worked in excess of 40 per week. Full-time positions (30 hours/week) are eligible for 2 weeks paid vacation, sick and related leave, 11 paid holidays, and health & welfare benefits as outlined on the Company’s website. To learn more about our company and our benefits, go to: https://pratumco.com/careers/ Pratum Companies is committed to a diverse workforce and is an Equal Opportunity Employer.
