Administrative Coordinator

Alliance Aviation Services • Fort Worth, TX

3d • Onsite

About The Position

Hillwood Properties is seeking a dynamic and motivated Administrative Coordinator to support the Hillwood Commons Office located in AllianceTexas. This role is designed to support a growing team and evolving office operations. The position blends administrative coordination, financial support, and front-facing responsibilities, with a strong emphasis on taking initiative and supporting day-to-day operational needs. Additionally, this individual must be flexible, detail-oriented, and energized by a fast-paced environment and interact with all levels in the organization.

Requirements

• Strong written and verbal communication skills
• Highly organized with strong attention to detail
• Ability to manage multiple priorities and adapt to changing needs
• Strong problem-solving skills and ability to work independently
• Ability to quickly assess urgency and prioritize accordingly
• Professional demeanor with strong interpersonal skills
• Ability to build relationships across all levels of the organization
• High level of discretion with sensitive and confidential information
• Strong sense of ownership and initiative
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• 1–3+ years of relevant experience (administrative, coordinator, operations, or similar)
• High school diploma required

Nice To Haves

• Experience with accounting or invoice processing systems (e.g., Wells Fargo, Medius, Canon) preferred
• Familiarity with tools such as Salesforce, Box, or Canva is a plus
• Bachelor's degree preferred
• Background in real estate, property management, hospitality, or events is a plus

Responsibilities

• Serve as a primary point of contact for vendors, tenants, and visitors
• Assist with vendor coordination and day-to-day building logistics
• Provide administrative support to all teams officing in the Hillwood Properties suite
• Maintain organized office files, distribution lists, and emergency contact information
• Order and manage office supplies and track inventory levels
• Support stocking the HUB and overall office organization
• Help expand and implement new technology
• Code and process expenses using Wells Fargo and other internal systems
• Code invoices and contracts within Medius and other accounting platforms
• Assist with administrative budgeting and expense tracking
• Prepare and process check requests and expense reports
• Ensure accuracy and timeliness of financial documentation
• Provide lunch coverage for the front desk (supporting primary receptionist coverage)
• Assist in streamlining administrative coverage across the team
• Partner with team members to ensure consistent office support and responsiveness
• Respond to on-site requests and help troubleshoot issues as they arise
• Represent Hillwood professionally as a “face of the office”
• Assist with planning and executing associate and tenant events
• Support internal communications, flyers, and postings
• Contribute to a positive, engaging, and well-organized workplace environment

Benefits

• Medical, dental, and vision insurance options
• Flexible Spending Accounts (FSA) or Health Savings Accounts (HSA) dependent on plan elections
• Paid time off, holidays, and floating holidays
• Paid parental and family caregiver leave
• Mental health and wellness resources
• Life insurance and disability coverage
• 401(k) retirement plan with company match
• Additional programs to support Associates and their families

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED