Administrative Assistant- Property Management

City-of-Fort-Wayn; Fort Wayne (IN); On-site; USD 36,000 - 48,000; Full time

Job summary

The City of Fort Wayne is seeking an Administrative Assistant to support the Property Management Department, including Citizens Square and the Public Safety Academy. You will manage work orders, purchasing, and document processing while handling sensitive information with discretion.

Ideal candidates have three years of clerical experience, strong organizational and communication skills, and proficiency with Microsoft Office.

Qualifications

• Three years of progressively responsible clerical or administrative experience.
• Knowledge of standard office procedures and practices.
• General accounting knowledge and the ability to perform basic mathematical and financial functions.
• Strong organizational skills with attention to detail and accuracy.
• Ability to manage multiple responsibilities and work independently.
• Strong written and verbal communication skills.
• Ability to establish and maintain effective working relationships with employees, vendors, other government agencies, and the public.

Responsibilities

• Receive and direct incoming calls, mail, correspondence, and general inquiries.
• Create, dispatch, process, and track departmental work orders.
• Prepare payment vouchers, requisitions, and other purchasing documentation.
• Purchase housekeeping and maintenance supplies for Citizens Square and the Public Safety Academy.
• Create and update card reader fobs and employee identification cards.
• Prepare correspondence, reports, memoranda, and other departmental documents.
• Maintain accurate files, records, spreadsheets, databases, and tracking systems.
• Communicate and coordinate with City departments, vendors, contractors, and other stakeholders.
• Provide administrative support for construction, maintenance, and other Property Management projects.
• Use Microsoft Office and other technology systems to support daily departmental operations.
• Handle confidential information with professionalism and discretion.

Skills

Clerical experience

Organizational skills

Communication skills

Microsoft Office

Tools

Microsoft Office

Job description

Administrative Assistant – Property Management

Are you organized, detail-oriented, and someone who enjoys keeping things running behind the scenes? The City of Fort Wayne's Property Management Department is looking for an Administrative Assistant to support the day-to-day operations of Citizens Square, the Public Safety Academy, and other City facilities.

What You'll Do

Working under the direction of the Assistant Director of Building and Grounds, you'll provide administrative and operational support for the Property Management Department. From managing work orders and building access to purchasing supplies and processing financial documents, you'll help keep our facilities and department running smoothly.

Key Responsibilities

• Receive and direct incoming calls, mail, correspondence, and general inquiries.
• Create, dispatch, process, and track departmental work orders.
• Prepare payment vouchers, requisitions, and other purchasing documentation.
• Purchase housekeeping and maintenance supplies for Citizens Square and the Public Safety Academy.
• Create and update card reader fobs and employee identification cards.
• Prepare correspondence, reports, memoranda, and other departmental documents.
• Maintain accurate files, records, spreadsheets, databases, and tracking systems.
• Communicate and coordinate with City departments, vendors, contractors, and other stakeholders.
• Provide administrative support for construction, maintenance, and other Property Management projects.
• Use Microsoft Office and other technology systems to support daily departmental operations.
• Handle confidential information with professionalism and discretion.

What You Bring – Education & Experience

• Three years of progressively responsible clerical or administrative experience.
• Knowledge of standard office procedures and practices.
• General accounting knowledge and the ability to perform basic mathematical and financial functions.
• Strong organizational skills with attention to detail and accuracy.
• Ability to manage multiple responsibilities and work independently.
• Strong written and verbal communication skills.
• Ability to establish and maintain effective working relationships with employees, vendors, other government agencies, and the public.

Preferred Skills

• General knowledge of property or facility management, including construction, preventive maintenance, safety, ADA requirements, environmental regulations, space needs, or building automation systems.
• General understanding of construction plans, contracts, and related documents.
• Proficiency with Microsoft Office and the ability to learn new software applications.
• Experience supporting purchasing, work-order, facility, or building-access systems.

Additional Requirements

A valid Indiana Driver's License is required if operating a City vehicle.

Why Work for the City of Fort Wayne?

This position is an opportunity to be part of the team that keeps City facilities operating every day. You'll work with departments, vendors, contractors, and employees across the organization while supporting facilities that serve both City employees and the Fort Wayne community.

The City of Fort Wayne is an Equal Opportunity Employer.