Operations Assistant, Terra West Management Services
K.G.D.O. Holding Company, LLC•Spring Valley, NV
About The Position
The Operations Assistant supports the daily operational efficiency of the company by maintaining electronic association files, assisting with community transitions, and supporting marketing and business development activities. This role ensures that documentation, onboarding, and communication processes run smoothly, while also contributing to Terra West’s brand presence and client engagement efforts.
Requirements
- Minimum of 6 months office, file room, or mailroom experience.
- Experience with electronic file storage and organization.
- Intermediate knowledge of Microsoft Office Suite (Word, Excel, Outlook).
- Strong organizational and communication skills.
- Ability to manage multiple priorities and maintain confidentiality.
- Detail-oriented with a commitment to accuracy and quality.
Responsibilities
- Scan, index, and maintain electronic association files as assigned.
- Sort, prepare, and process returned mail in accordance with company procedures.
- Prepare scanned/indexed documents for storage and archival.
- Order and manage office and mailroom supplies.
- Provide mailroom assistance as needed.
- Perform all other tasks as assigned by management.
- Assist with onboarding new communities and closing out departing associations.
- Gather and organize governing documents, contracts, and account records for transitioning associations.
- Coordinate document transfers between internal departments and external partners.
- Maintain accurate transition checklists and timelines to ensure smooth handoffs.
- Support the Community Management and Accounting teams during transitions with data entry, file audits, and communication tracking.
- Assist in preparing proposal packets, presentations, and marketing materials.
- Maintain organized files of marketing assets, contracts, and contact lists.
- Support event preparation and follow-up for marketing and community outreach activities.
- Help ensure consistent branding and messaging across materials.
- Track and update lead information or follow-ups as directed by the Client Success Manager.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
Number of Employees
11-50 employees
