Job Description: Executive Assistant/Operations Coordinator
Location: Bend, Oregon
Employment Type: Full-Time, Onsite
Company Overview:
Overland Company is a dynamic, entrepreneurial enterprise based in Bend, Oregon, specializing in real estate development consulting, end-to-end commercial & residential construction services, and brokerage/property management through our affiliated companies 97 Builders, 97 Painting, and Rim Rock Properties. Our team thrives on collaboration, adaptability, and a hands-on approach, with everyone wearing multiple hats to drive our success. We are seeking a highly organized, proactive, and detail-oriented Executive Assistant/Operations Coordinator to join our team and support our fast-paced operations while working closely with the company President.
Position Summary:
The Executive Assistant/Operations Coordinator will play a critical role in ensuring the smooth operation of our construction and property management projects while providing high-level administrative and strategic support to the President and other key employees as directed. This role requires a self-starter who can take full ownership of tasks, deliver results with precision, and communicate effectively across all levels of the organization and with external stakeholders. An aptitude for tech driven systems and platforms will be paramount for success in this role. The ideal candidate is adaptable, thrives in a dynamic environment, and is eager to contribute to the company’s growth.
Key Responsibilities:- Construction Project Coordination:
- Assist in managing construction project timelines, schedules, and deliverables, ensuring projects stay on track and meet deadlines.
- Coordinate with contractors, vendors, and internal teams to facilitate seamless communication and task execution.
- Track project progress, maintain documentation, and ensure compliance with project specifications and regulations.
- Resolve issues proactively and escalate critical matters to leadership as needed.
- Property Management Coordination:
- Support property management operations, including tenant communications, lease administration, maintenance coordination and monthly accounting reconciliation.
- Monitor property-related tasks, such as inspections, repairs, and vendor scheduling, ensuring timely and high-quality outcomes through our software platform.
- Maintain accurate records for properties, including contracts, invoices, and compliance documents.
- Executive Support to the President:
- Provide high-level administrative support, including calendar management, scheduling meetings, and coordinating travel arrangements.
- Prepare reports, presentations, and correspondence on behalf of the President.
- Act as a trusted liaison between the President and internal/external stakeholders, ensuring clear and professional communication.
- Assist with strategic initiatives, research, and special projects as directed by the President.
- General Operations Support:
- Take full ownership of assigned tasks, driving them to completion with a focus on quality and efficiency.
- Streamline processes and implement organizational systems to improve operational workflows.
- Handle sensitive and confidential information with discretion and professionalism.
- Contribute to a collaborative, entrepreneurial team culture by stepping in where needed and embracing a “wear many hats” mentality.
Qualifications:- Proven experience as an executive assistant, operations coordinator, or similar role, preferably in construction, property management, or a related industry.
- Exceptional organizational and time-management skills, with the ability to prioritize and manage multiple projects simultaneously.
- Strong written and verbal communication skills, with a professional and diplomatic approach.
- Ability to take initiative, work independently, and take full ownership of tasks from start to finish.
- Comfortable thriving in a fast-paced, entrepreneurial environment where adaptability and flexibility are essential. This cannot be overstated!
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), project management tools, and general technology aptitude.
- Familiarity with construction project coordination and/or property management processes is a plus.
- High level of discretion and professionalism when handling confidential information (NDA required)
- Bachelor’s degree or equivalent experience preferred.
Why Join Us?- Be part of a vibrant, entrepreneurial team where your contributions make a direct impact.
- Work in the beautiful city of Bend, Oregon, with a company that values collaboration and innovation.
- Opportunity to grow and take on increasing responsibilities in a dynamic, multi-faceted role.
Compensation package: DOE and comes with plenty of perks!
How to Apply:
Please submit your resume and a cover letter detailing your relevant experience and why you’re excited about this opportunity to admin@overland-company.com. We look forward to hearing from you!
Note:
This position is full-time and onsite in Bend, Oregon. Relocation assistance is not provided.
