Our client is seeking an Administrative Coordinator to join their team temp to hire. This is an onsite position in University Park, Indianapolis.

POSITION RESPONSIBILITIES

The Administrative Coordinator is responsible for supporting property operations for an office portfolio. This person will assist in effectively implementing procedures, cost controls and policies; maintain good tenant and vendor relations; assist property management team in maintaining invoice records and contacting vendors/setting up accounts, as well as other duties as they may be assigned. Responsibilities include but are not limited to:

Answer management phones and assist with tenant needs
Respond to inquiries by providing routine information and/or taking and delivering messages
Prepare and distribute correspondence
Process incoming and outgoing mail
Assist with meeting, event and other scheduling and coordination
Assist as requested with coordinating special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives and other tenant and community events
Assist with publication and distribution of tenant newsletter, maintenance of property website
Maintain inventory of office supplies and property staff directory
Maintain accurate and up to date tenant, team and vendor contact lists
Maintain compliant certificates of insurance for tenants and vendors
Manage Tenant Work Order system, ensuring timely completion in accordance with SOPs
Coordinate tenant survey process, including annual action plan implementation
Assist team with vendor coordination as requested or assigned
Assist with preparing and administering service agreements
Establish and maintain good record keeping and filing systems for tenant, vendor and property files
Responsible for accounts payable, accounts receivable and reporting at the property level
Process vendor invoices in a timely fashion, ensuring compliance with contracts and proper coding
Track invoices to ensure vendors are submitting timely
Prepare and distribute Tenant billings
Provide management team with aged delinquency reports, follow up with tenants as needed and send delinquency letters as requested
Assist with budget preparation as requested

POSITION REQUIREMENTS

High school diploma required, associate or bachelor’s degree preferred
Experience with MRI and Yardi software / property management preferred but not required
Previous experience in real estate accounting and familiarity with monthly accounting cycle, including an understanding of A/P, A/R, and commercial leases
Possess professional demeanor and excellent interpersonal and customer service skills
Have access to reliable transportation
Computer literate and proficient in MS Word, Excel, PowerPoint, Outlook
Excellent communication skills, both verbal and written
Ability to work independently
Able to prioritize tasks and projects and thrive in a fast-paced environment
On-site attendance is an essential function of the job and is required in-office at company office or at properties five (5) days per week

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Administrative Coordinator