Administrative Coordinator

Indigo Living; West Des Moines (IA); On-site; USD 38,000 - 48,000; Full time

Job summary

Indigo Living is seeking an Administrative Coordinator to ensure smooth operations across our team and vendor relationships. The role emphasizes organization, contract compliance, and efficient communications within management and staff.

Key duties include vendor contract tracking, report production on delinquency and occupancy, invoice coding, and support during acquisitions, with a strong focus on process improvements and cross-department collaboration.

Qualifications

• Associate's degree in business, accounting or equivalent experience preferred.
• Two plus years property management experience preferred.

Responsibilities

• Maintains rapport with customers, managers, and employees by researching and supporting new services and methods, setting priorities, and problem solving for workflow issues.
• Tracks vendor contract expirations, pricing, and certificates of liability insurance. Responsible for collecting bids and issuing vendor contracts including, but not limited to, snow removal, lawn care, and alarm security systems.
• Responsible for providing support for the Indigo Living team by producing weekly/monthly reports to include delinquency, compliance, and occupancy.
• Maintains documents and reporting essential to management and the on-site team, including city inspections, energy benchmarking, service agreements, appliance orders, and supply ordering.
• Creates employee engagement opportunities including employee recognition and appreciation events.
• Assists with company initiatives for process improvements and yearly goals including tracking status and progress of each item.
• Provides administrative support during acquisition and disposition of communities.
• Receives and screens communications including telephone calls, e-mail messages, and provides assistance using independent judgement to determine those requiring priority attention.
• Codes invoices and monthly purchasing card allocations for department regional managers. Reconciles department receipts and produces final compilation for accounting.
• Responsible for coordinating maintenance uniform orders with vendors and technicians at time of hire and on an annual basis according to department policy.
• Serves as a backup for the department fleet vehicle program including internal and external communication.
• Assists with multiple ongoing and one-time special projects.
• Other duties as assigned.

Skills

MS Office

Organizational skills

Attention to detail

Customer service

Education

Associate's degree in business, accounting or equivalent experience

Tools

Property management software

Job description

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The administrative coordinator plays a vital role in ensuring smooth operations within the Indigo Living department. They provide crucial administrative support to managers and employees, handling a range of tasks geared towards organization and communication with a primary focus on managing vendor relations and ensuring compliance with contracts.

Essential Duties and Responsibilities

Maintains rapport with customers, managers, and employees by researching and supporting new services and methods, setting priorities, and problem solving for workflow issues.

Tracks vendor contract expirations, pricing, and certificates of liability insurance. Responsible for collecting bids and issuing vendor contracts including, but not limited to, snow removal, lawn care, and alarm security systems.

Responsible for providing support for the Indigo Living team by producing weekly/monthly reports to include delinquency, compliance, and occupancy.

Maintains documents and reporting essential to management and the on-site team, including city inspections, energy benchmarking, service agreements, appliance orders, and supply ordering.

Creates employee engagement opportunities including employee recognition and appreciation events.

Assists with company initiatives for process improvements and yearly goals including tracking status and progress of each item.

Provides administrative support during acquisition and disposition of communities.

Receives and screens communications including telephone calls, e-mail messages, and provides assistance using independent judgement to determine those requiring priority attention.

Codes invoices and monthly purchasing card allocations for department regional managers. Reconciles department receipts and produces final compilation for accounting.

Responsible for coordinating maintenance uniform orders with vendors and technicians at time of hire and on an annual basis according to department policy.

Serves as a backup for the department fleet vehicle program including internal and external communication.

Assists with multiple ongoing and one-time special projects.

Other duties as assigned.

Requirements

Associate's degree in business, accounting or equivalent experience preferred.

Two plus years property management experience preferred.

Success Factors

Proficiency in MS Office, Word, Excel, Power Point, and Outlook; property management software(s) experience is preferred.

Advanced organizational skills with the ability to handle multiple assignments.

Strong attention to detail, organization, and accuracy.

Ability to multitask, prioritize, and meet deadlines under pressure.

Highly self-motivated, self-directed, and organized.

Exceptional customer service orientation.

Experience working in a team-oriented, collaborative environment.

Outgoing personality with the ability to be flexible and interact with all levels of management and associates.