Administrative Assistant

About Mills Properties

Mills Properties is an award-winning property management company with 34 communities located throughout St. Louis, Kansas City and Columbia, MO – and growing. Our success is rooted in the hard work and unfaltering dedication of our team members. Driven by our mission of providing the setting for living life’s best moments, we desire to see our team members excel and leave work every day with a sense of pride and accomplishment.

Mills Properties Core Values:

• Act Like an Owner

• Find a Better Way

• Go the Extra Mile

• Pay it Forward

• Achieve Together

We invest heavily in our team members with our Total Rewards Package. We are proud to share Mills Properties has been recognized as a 2025-2026 Top Employee Benefits Award Winner. This includes both Missouri and National recognition in the areas of medical, dental, vision, life, disability, flexibility and time off, retirement and other supplemental benefits.

Our Total Rewards Package Includes:

• Base Pay – Your regular salary or hourly wage, paid on our standard payroll schedule

• Incentive Pay – KPI/Performance-based bonuses, maintenance emergency call back pay and multi-site support incentive pay – all for eligible team members only

• Benefits – Health, dental, vision, life insurance, and disability coverage for full time team members, Employee Assistance Program

• Retirement Contributions – 401(k) employer sponsored plan and contributions

• Health Savings Account HSA – Employer contributions

• Paid Time Off (PTO) – Vacation, sick time, and personal days (Accrue 18 days first year). Active military team members are also provided up to five (5) paid workdays per calendar year for military training, drill, or related short-term service obligations
• Paid Holidays – Thirteen paid holidays per year

• Professional Development – Training, certifications, or career development investments tailored to specific roles and development plans

• Discounts – 20% housing discount (*select communities)

• Pet Insurance - Discounted options

• Team Member Assistance Fund – For team member qualifying events when criteria is met

• Vacation Travel Incentive Program – travel/vacation voucher for team members when key tenure milestones are reached

• Stipends – Vehicle and mobile device stipends and mileage reimbursement for eligible team members

• Other Perks and Allowances – Work clothing allowances, referral bonuses and team events, anniversary gifts

About the role

The Administrative Assistant provides high-level administrative and operational support to the home office of Mills Properties. This role is responsible for managing day-to-day office operations, supporting accounting and operational processes, and producing accurate, well-organized reporting through advanced Excel tools. The ideal candidate is highly organized, detail-oriented, and comfortable supporting leadership through strong administrative execution and data management.

This position sits on the Operations team and will be responsible to the Vice President of Operations, based out of our home office location in St. Louis, MO.

Annual Salary: $50,000, based on experience 

Key Responsibilities

Administrative & Office Management

• Manage day-to-day home office operations to ensure a professional, organized, and efficient work environment
• Oversee office vendors and services, including supplies, facilities coordination, IT support, mail, and records management
• Maintain office procedures, administrative systems, and internal documentation
• Coordinate calendars, meetings, travel, and company events as needed
• Serve as an administrative support resource for leadership, operations and HR teams
• Support onboarding and offboarding logistics in coordination with HR or Operations
• Serve as the primary liaison between the office and building management, ensuring timely communication and resolution of facility-related matters
  

Accounting & Financial Administration Support

• Provide administrative support to accounting functions including owner reporting
• Prepare and maintain schedules, trackers, and supporting documentation for incident reporting

Reporting, Excel & Data Management

• Develop and maintain Excel-based trackers, reports, and dashboards to support operations and financial visibility
• Daily/Monthly Pulse Reporting and distribution
• Monthly Lender Required Repair Tracking/Communications
• Utilize advanced Excel functions (pivot tables, formulas, lookups) to organize, analyze, and present data
• Compile and validate data from multiple systems for leadership reporting
• Maintain data accuracy and consistency across spreadsheets and internal reports
• Respond to ad hoc data and reporting requests from leadership

Operational Support

• Support operational workflows across properties and departments
• Assist with vendor documentation, contract tracking, and compliance files
• Serve as a liaison between the home office and property-level teams for administrative needs
• Identify opportunities to improve administrative processes and reporting efficiency
  

Collaboration & Communication

• Work closely with leadership to support administrative priorities and special projects
• Communicate clearly and professionally with internal teams and external partners
• Maintain confidentiality of sensitive company and financial information
  

Required Qualifications

• 4+ years of experience in office management, senior administrative support, or operations support roles
• Advanced proficiency in Microsoft Excel (pivot tables, formulas, lookups, data organization)
• Strong organizational, time management, and documentation skills
• High attention to detail and ability to manage multiple priorities
• Strong written and verbal communication skills
  

Preferred Qualifications

• Experience in property management, real estate, or multi-location organizations
• Familiarity with accounting processes and terminology
• Experience working with property management or accounting software
• Associate’s or Bachelor’s degree in Business, Accounting, or a related field

Why This Role Matters

The Administrative Assistant plays a key role in keeping the home office organized, informed, and operating smoothly. By providing strong administrative leadership and Excel-driven reporting support, this role enables leadership and accounting teams to focus on decision-making while ensuring day-to-day execution is handled efficiently and accurately.

Mills Properties, Inc. is an Equal Opportunity Employer.

This description is not intended to be, and should not be construed as, an all-inclusive list of all responsibilities, skills, efforts, or working conditions associated with the position. While this description is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add, or remove duties and to assign other duties as necessary.