Operations Specialist

ABOUT INTEGRITY CAPITAL MANAGEMENT

Integrity Capital Management (ICM) is a mission-driven real estate and operations firm built on structure clarity and disciplined execution. ICM operates across multiple entities portfolios and initiatives and relies on organized dependable support to keep daily operations running smoothly. This role provides that support across three areas: office and accounts payable administration marketing coordination and executive calendar and email management.

POSITION SUMMARY

This is a 1099 independent contractor engagement beginning at approximately 25 hours per week. Weekly hours may fluctuate depending on business need with some weeks lighter and others heavier across the three functions. The ideal candidate is organized discreet and comfortable managing varied priorities from three different leaders in a fast-paced environment.

KEY RESPONSIBILITIES

Office Administration

Manage general administrative functions including filing scanning and document organization

Return phone calls and manage incoming inquiries in a professional and timely manner

Screen and route media inquiries to the appropriate leadership contact

Maintain organized digital and physical filing systems for office records

Coordinate meeting logistics including lunch and beverage orders pick up and agenda distribution

Set up meeting spaces and technology to support internal and external meetings

Accounts Payable Support

Receive and code incoming vendor invoices in AppFolio with proper property and GL account assignment

Assist with weekly check runs and electronic payments coordinating timing with the Chief Operating Officer

Maintain accurate vendor records in AppFolio including W-9 collection and certificate of insurance tracking

Prepare recurring bills such as utilities and service contracts for review and approval

Flag aged or disputed payables to the Chief Operating Officer for resolution

Marketing Strategy and Content

Draft and design a monthly newsletter

Create and schedule one educational social media post per week starting on LinkedIn

Maintain a simple content calendar to keep newsletter and social posting on schedule

Ensure all content aligns with ICMs brand identity tone and messaging standards

Calendar and Email Management

Manage the Chief Executive Officers calendar including scheduling confirming and resolving conflicts

Monitor and triage the Chief Executive Officers email correspondence as directed

Prepare the Chief Executive Officer for meetings by confirming logistics and relevant materials in advance

This role supports three members of leadership across distinct functional areas. The table below outlines who to work with for each area of responsibility.

QUALIFICATIONS AND KNOWLEDGE REQUIREMENTS

Required

Experience with Canva or comparable graphic design software

Basic bookkeeping comfort including invoice coding and vendor record maintenance

Strong written communication skills and attention to detail

Ability to manage multiple priorities from different leaders in a fast-paced environment

Reliable punctual and comfortable working in an in-office setting

Proficiency with Microsoft Office and Google Workspace applications

Comfort working as an independent contractor including managing own taxes and schedule within agreed hours

Preferred

Direct experience with AppFolio Property Manager or comparable property management software

Prior experience in an administrative executive support or marketing coordination role

Familiarity with social media scheduling tools such as Meta Business Suite

Experience supporting multiple executives or leaders at once