Operations Specialist

Job Description

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

The Operations Specialist provides part-time contract support across three distinct functions, each aligned to a different member of ICM leadership. Office administration and accounts payable support are directed by the Chief Operating Officer. Marketing and content responsibilities are directed by the Chief of Strategy. Calendar and email management are directed by the Chief Executive Officer.

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 ICM's brand identity, tone, and messaging standards

Calendar and Email Management

• Manage the Chief Executive Officer's calendar, including scheduling, confirming, and resolving conflicts

• Monitor and triage the Chief Executive Officer's email correspondence as directed

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

REPORTING RELATIONSHIPS

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

Requirements

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

Requirements
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