Operations Assistant, Terra West Management Services at K.G.D.O. Holding Company, LLC

Spring Valley, Nevada, United States -

Full Time

Start Date

Immediate

Expiry Date

07 Jan, 26

Salary

0.0

Posted On

09 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

File Management, Administrative Support, Organizational Skills, Communication Skills, Data Entry, Attention to Detail, Microsoft Office Suite, Customer Service, Marketing Support, Document Management, Community Management, Transition Support, Event Preparation, Lead Tracking, Confidentiality, Problem Solving

Industry

Real Estate

Description

Description About Terra West Management Services At Terra West, we don’t just manage communities, we help them thrive. With over 40 years of expertise in community association management, we partner with HOA Boards to deliver excellence in operations, compliance, and community care. Our culture is rooted in respect, collaboration, and a relentless commitment to service. We believe people come first: our clients, our residents, and our team. ________________________________________ Our Core Focus We exist to empower community leaders and enrich neighborhoods to Inspire Community by providing proactive guidance, professional management, and exceptional customer service. Every action we take is aimed at fostering vibrant, well-run communities where people feel heard, supported, and proud to live. ________________________________________ Our Core Values – We I.N.S.P.I.R.E. Excellence Integrity – We do what’s right, even when no one is looking. Nurture – We invest in people, relationships, and growth. Service – We exceed expectations with every interaction. Passion – We bring energy and purpose to all we do. Innovation – We embrace change and lead with forward-thinking solutions. Resilience – We stay strong, adaptable, and solution-focused in every challenge. Empathy – We listen, understand, and lead with compassion. At Terra West, you’re not just taking a job, you’re joining a values-driven team that’s redefining excellence in community management. ________________________________________ Position Summary 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. ________________________________________ Essential Functions File Management & Administrative Support 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. Retrieve and provide requested documents through DocuWare. Order and manage office and mailroom supplies. Provide mailroom assistance as needed. Perform all other tasks as assigned by management. Association Transition Support 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. Sales and Marketing Support 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. ________________________________________ Requirements Job Specifications 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

The Operations Assistant supports daily operational efficiency by maintaining electronic association files and assisting with community transitions. This role also contributes to marketing and business development activities to enhance client engagement efforts.