Administrative Assistant

Aston Carter•Indianapolis, IN

5d•Onsite

About The Position

The Property Administrator provides comprehensive administrative and operational support to a commercial property management team. This role coordinates lease and contract documentation, manages work order and purchase order systems, processes invoices and reports, and supports budgeting and reporting activities. The Property Administrator also serves as a key point of contact for tenants, vendors, and internal stakeholders, helping to ensure smooth daily operations and a positive service experience.

Requirements

Experience in property administration or property management support, preferably within a commercial property environment.
Strong customer service orientation with the ability to interact professionally with internal and external customers.
Proficiency in Microsoft Office Suite, including Word and Excel.
Ability to multi-task and manage multiple priorities in a fast-paced environment.
Ability to work independently with minimal supervision while also collaborating effectively with a team.
Strong attention to detail and accuracy in documentation, data entry, and invoice processing.
Understanding of basic accounting principles, including credits and debits, and the ability to process invoices with multiple charts of accounts.
Effective oral and written communication skills.
Strong organizational skills and the ability to maintain orderly files and records.
Interpersonal skills that support building positive working relationships with tenants, vendors, and colleagues.
Initiative and a proactive approach to problem-solving and task completion.
Ability to follow directions, interface with decision makers professionally, and maintain confidentiality.
High school diploma or GED equivalent required.

Nice To Haves

Bachelor’s degree preferred.
Customer service experience preferred.
Experience in commercial real estate or commercial property management is beneficial.
Demonstrated customer focus for both internal and external stakeholders.
Ability to handle multiple managers’ requests and prioritize tasks effectively.
Comfort working with administrative and contract management software.
Ability to track and report on work orders, purchase orders, and meter readings accurately.

Responsibilities

Provide full administrative support to the property management team, including answering phones, typing reports, filing, and distributing correspondence.
Schedule and coordinate meetings and special events as requested by the property management team.
Assist with lease administration activities, including maintaining tenant contact information, tracking insurance documentation, and generating related reports.
Prepare and coordinate bid proposals and service contracts, and process approved invoices in alignment with established policies and procedures.
Prepare and code invoices accurately for Property Manager review and approval, including invoices with multiple charts of accounts.
Ensure the office remains stocked with necessary office supplies and other materials required to maintain efficient operations.
Ensure prompt and accurate completion of contract and certificate of insurance information in contract administration software.
Track and file contracts and insurance certificates, maintaining an organized follow-up system for expirations and renewals.
Monitor and maintain the property maintenance work order system, and prepare monthly status reports on tenant work orders for the Property Manager.
Maintain the property purchase order system and ensure accurate documentation and tracking of purchases.
Maintain organized lease and contract files, as well as other records located within the property management office.
Promote and foster positive relationships with tenants and clients, including tracking and following up on service calls as required.
Assist with preparation of monthly and quarterly management reports and support the annual budget preparation process.
Process management and maintenance staff hours, tenant bill-back invoices, accounting entries, expense reports, monthly meter readings, and check requests for review and approval.
Work effectively with multiple managers, following directions and providing timely updates on assigned tasks.
Handle confidential information in a professional and discreet manner while interacting with decision makers and other stakeholders.