Overview
Executive Assistance/Office Manager Jobs in Duluth, GA at IPA
Operations Administrator
We are looking for a reliable and organized Operations Administrator to provide behind-the-scenes support for property management activities across our VA and non-VA leased locations. This role supports the Business Manager and site leadership teams by tracking maintenance workflows, assisting with vendor coordination, and ensuring compliance with site requirements and contract terms.
You’ll help keep things running smoothly—without needing to lead major projects—by focusing on accurate documentation, communication, and support for ongoing facilities operations.
Key Responsibilities:
Site Operations & Communication – 60%
Serve as a primary point of contact for site directors across assigned properties, helping coordinate vendor visits, maintenance follow-ups, routine check-ins, and managing overall workflow.
Schedule and document service work orders in our computerized maintenance management system (CMMS), helping track status and resolution.
Communicate needs and deficiencies to janitorial, grounds, and snow removal vendors as needed, and support seasonal or terminal cleaning coordination.
Assist with onboarding new properties, including helping with pre-occupancy site access, vendor coordination, and transition processes.
Contract Oversight & Budget Tracking – 20%
Maintain property-specific contract summaries and ensure services are aligned with lease terms and operational needs.
Assist in tracking property budgets, reviewing incoming invoices, and flagging discrepancies or unusual charges for review.
Maintenance & Facility Support – 10%
Use established checklists to monitor maintenance routines, property condition, and required inspections (e.g., HVAC, fire/life safety, pest control).
Track and document updates to property elements like flooring, painting, parking lot surfaces, and roofing needs.
Help maintain EnergyStar certification records and assist with annual submissions.
Submit quarterly utility usage reports for large properties and help track energy-related initiatives.
Assist in supporting janitorial supply contracts, managing inventory needs, and communicating with vendor teams.
New Build & Lease Coordination – 5%
Serve as the administrative contact for new builds or acquired properties during their warranty period—typically 2 to 6 months—prior to full transition to standard operations.
Track progress on contract activations and system installations during onboarding.
Support efforts to fill non-VA leased space by coordinating with local leasing agents and tracking lease terms to align with VA requirements and business plans.
VA Compliance & Documentation – 5%
Track and support compliance with Section 6 lease requirements and associated VA facility documentation.
Monitor and assist with recordkeeping tied to lease obligations and property-specific standards.
Support quarterly or seasonal communications to VA contacts, providing reminders and updates regarding scheduled services and vendor routines.
Qualifications:
Experience in property administration, facilities coordination, or similar support role preferred
Strong organizational and follow-through skills
Familiarity with service tracking tools or CMMS systems a plus (training available)
Working knowledge of Excel and comfort with basic reporting tasks
Detail-oriented, dependable, and proactive in managing communication and tasks
Positive, team-first attitude with a focus on service and collaboration
Job Type: Full-time
Pay: $50,000.00 – $55,000.00 per year
Benefits:
Dental insurance
Health insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
Day shift
Work Location: Hybrid remote in West Fargo, ND 58078
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Title: Executive Assistance/Office Manager
Company: IPA
Location: Duluth, GA
