Administrative Assistant to the Senior Vice President of Property Management

Buckingham Companies•Indianapolis, IN

About The Position

The Contract Manager & Administrative Assistant provides full administrative support to the Property Management team including the Senior Vice President, Vice Presidents, and the Regional Property Managers while supporting the organization’s mission, vision, and values. Responsibilities will include a broad range of tasks involving time sensitive, confidential and important information. Other duties will include contract management and office management related tasks.

Requirements

College degree in business, property management, finance or commensurate experience
High level experience with Microsoft Office Suite and Adobe Acrobat
7+ years of progressive experience in office administrative responsibilities
Working knowledge of office equipment such as copiers, printers, online shipping systems
Exceptional spelling and grammar skills
Must be able to maintain confidentiality; discretion is a must

Nice To Haves

Yardi experience highly preferred
Property Management experience strongly preferred (Property Manager or Assistant Property Manager level experience is desired)
Financial analysis background and experience a plus
Working knowledge of BI, AI, including ChatGPT is preferred

Responsibilities

Manage, draft, and track annual Periodic Service Agreements
Administer and manage contracts and ensure compliance with company policies
Manage contracts, including preparation in Docusign
Track Property Management Agreements
Manage and reconcile company invoices as assigned
Manage Customer Service Hotline and other calls from residents, vendors, and other business partners for VPs and RPMs
Support portfolio reporting and manage, compile and distribute various reports such as but not limited to: Outstanding Training Requirements, KPIs, Delinquency, Evictions, Late Fees Waived/Reversed, Overtime Analysis vs. Temp Help Costs, etc.
Track, follow up and provide updates for Site Tours, Site Visit Checklists, Preventative Maintenance, On-boarding Checklists, Contests, etc.
Support the preparation of weekly and monthly financial reporting including financial review meeting preparation and all documentation
Coordinate, schedule, and maintain notes for management team meetings, attendees, reminders, and prepare meeting materials, documents, minutes for SVP and VPs
Order, track and distribute resident gift card orders and annual holiday cards
Manage event registrations, meeting registrations, property celebration/awards preparation, and contests
Manage and track compliance with maintaining resident demographics in Yardi
Book travel reservations and for the property management department
Reconcile corporate credit cards to include SVP, VPs and Travel Card
Create and post Property and/or Asset Management BluePort content
Maintain inventory of office supplies, including but not limited to beverage supplies, desk supplies, kitchen supplies, common printing/marketing supplies, restroom and miscellaneous needs
Maintain packaging materials and stock
Coordinate delivery of special shipments
Manage company off-site document storage, to include coordinating organization and scheduling pick-up when necessary
Responsible for 2nd Floor Conference Room stock and maintenance
Maintain cleanliness of copy/printer stations and rooms
Provides administrative support, including email, scheduling, calendar management, copier projects, PowerPoint preparations, mail handling, and necessary communications internally and externally for SVP, VPs, and RPMs as assigned
Prepares correspondence including email, letters, memos, forms, policies, procedures and confidential information.
Creates and maintains detailed online filing system (Share Point)
Perform other duties as assigned as business needs dictate or are required