Administrative Service Coordinator - Houston, TX

Aston Carter•Houston, TX

1d•$19 - $19•Onsite

About The Position

The Administrative Service Coordinator provides comprehensive administrative and operational support to a busy office environment. In this role, you handle day-to-day office tasks, support internal teams, manage communications, and assist with basic lease administration and financial processes. You ensure that documents, files, and workflows remain organized and accurate, while delivering professional and responsive service to internal and external stakeholders.

Requirements

Ability to comprehend and interpret instructions, short correspondence, and memos, and to ask clarifying questions to ensure understanding.
Ability to write routine reports and professional correspondence.
Ability to respond effectively to common inquiries or complaints from clients, co-workers, and supervisors.
Ability to present information clearly to internal departments.
Basic knowledge of financial terms and principles.
Ability to calculate simple figures such as percentages.
Ability to understand and carry out general instructions in standard situations.
Ability to solve problems in standard situations using basic analytical skills.
0–2 years of experience in an administrative, customer service, or related field.
High school diploma or GED.
Proficiency with Microsoft Office Suite.
Ability to perform basic computer functions and navigate common software tools.
Experience with email management and professional electronic communication.
Strong customer service skills with a focus on professionalism and responsiveness.
Accuracy and attention to detail in data entry and documentation.

Nice To Haves

Experience providing administrative support in an office or property management environment.
Familiarity with accounts payable and accounts receivable processes, including coding invoices and reconciling balances.
Experience with data entry, recordkeeping, and maintaining organized filing systems.
Exposure to logistics coordination and purchase order processing.
Ability to manage multiple tasks and priorities in a fast-paced environment.
Strong organizational skills and the ability to follow established procedures and standards.
Comfort working both independently and as part of a collaborative team.
Professional verbal and written communication skills for interaction with tenants, vendors, and internal teams.

Responsibilities

Provide general office support, including document handling, filing, copying, and coordination of routine administrative tasks.
Answer, screen, and forward incoming telephone calls, directing inquiries appropriately and providing courteous assistance to internal and external stakeholders.
Manage email correspondence by monitoring inboxes, responding to inquiries, and maintaining professional written communication.
Draft, prepare, and distribute correspondence, reports, and routine communications for assigned staff and departments.
Support calendar management and scheduling by coordinating meetings, appointments, and conference calls.
Assist with meeting coordination, including preparing materials, confirming attendees, and arranging logistics as needed.
Maintain tenant, vendor, and property files, including insurance certificates, lease abstracts, and related documentation, in accordance with established standards.
Open work orders, coordinate assignments to vendors, and monitor the status of work to ensure timely completion.
Prepare internal lease administration documents such as lease abstracts as directed, and assist with lease setup, lease changes, and related reporting.
Administer accounts payable and accounts receivable processes by coding invoices for payment, entering data into the accounting system, and forwarding original invoices to accounting.
Prepare accounts receivable status worksheets and reconcile accounts receivable records to support accurate financial tracking.
Where permitted by applicable regulations, initiate rent collection correspondence and phone contact with tenants to support timely payments.
Respond to common inquiries or complaints from clients, co-workers, and supervisors, ensuring issues are addressed promptly and professionally.
Support basic logistics, data entry, purchase order processing, and other administrative tasks as needed to keep operations running smoothly.
Present information clearly and effectively to internal departments to support decision-making and collaboration.