Administrative Assistant

Edward Rose & Sons•Carmel, IN

14d•Onsite

About The Position

Edward Rose & Sons is seeking an Administrative Assistant to join their team in Indianapolis. The company emphasizes career development, offering opportunities for growth, advancement, and rewards for good work in an environment where team members feel valued. This role provides general office support and contributes to the smooth operation of the property management team.

Requirements

High school diploma or equivalent is preferred.
Previous administrative experience is preferred.
Experience using standard office equipment is required.
Experience using Yardi Voyager or similar property management software is preferred.
Knowledge of Microsoft Office programs.
Exceptional organizational and time-management skills along with close attention to detail.
Experience using a multi-phone system preferred.
Regular attendance, work ethic, and strong interpersonal skills are required.
Takes initiative in assisting others with various tasks.
Effective communicator and works well with the team.
Punctual and reliable.
Completes tasks in a timely manner.
Ability to execute job duties under stressful circumstances.
Ability to work cooperatively with others.
Strong written and verbal communication skills are required.
Must have a valid driver’s license.
Employees are required to be honest and trustworthy with a satisfactory background.
A valid driver's license and reliable transportation will be required as this position will entail the operation of a personal and potentially a company vehicle.

Nice To Haves

High school diploma or equivalent
Previous administrative experience
Experience using Yardi Voyager or similar property management software
Experience using a multi-phone system

Responsibilities

General office support including answering phone lines, screening and routing calls, managing email correspondence, and assisting visitors and vendors.
Provide internal customer service to team members.
Manage calendars, arrange meetings, and coordinate travel arrangements.
Manage document retention logs for the portfolio using SharePoint and internal network drives.
Compile, interpret, and analyze site data to support reporting and audit processes.
Prepare internal and external correspondence.
Organize and maintain accurate files, records, reports, contact lists, policies, and procedures.
Lead or assist in the coordination of Company events or activities.
Communicate professionally with management, residents, vendors, and outside contacts.
Exhibit a positive disposition when interacting with residents, colleagues, and vendors.
Coordinate with property managers and insurance companies to gather materials for legal matters.
Prepare agendas and schedules for meetings (if applicable).
Prepare and distribute meeting notes or other materials for meetings (if applicable).
Maintain organized electronic and paper filing systems (if applicable).
Create documents in Microsoft Word and Yardi, such as written correspondence, reports, emails, and memos (if applicable).
Create spreadsheets in Microsoft Excel to summarize data (if applicable).
Gather information and store documents for safety or property-related incident reports.
Input and manage purchase orders in Elevate.
Assist with accounting tasks, such as processing rent payments and auditing resident ledgers.
Prepare and distribute construction releases based on work schedules.
Manage the contractor bid process, including sending out bid lists, preparing bid letters, creating contracts and addendums, and reviewing contractor documents.
Coordinate pre-move-out inspections and damage reports.
Collect new move-in pictures and inspections.
Forward work orders, obtain permission to enter, and forward property notices to clients.
Maintain utility setups and disconnects for move-ins and move-outs.
Inventory control of modems or routers.