Administrative Coordinator

Indigo Living; West Des Moines (IA); On-site; USD 42,000 - 58,000; Full time

Job summary

Indigo Living is seeking an Administrative Coordinator to support the on-site team and managers. The role focuses on managing vendor relations, contract compliance, and efficient administrative operations.

The successful candidate will handle invoicing, reporting, document control, and team coordination to ensure smooth daily activities within Indigo Living’s properties in West Des Moines, IA.

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; supports workflow improvements.
• Tracks vendor contracts, pricing, and certificates of liability insurance; handles bids and vendor contracts.
• Produces weekly/monthly reports on delinquency, compliance, and occupancy.
• Maintains essential documents and reporting for management and on-site team (inspections, energy benchmarking, service agreements).
• Coordinates maintenance uniform orders with vendors and technicians; backs up fleet vehicle program.

Skills

MS Office

Organizational skills

Communication skills

Team collaboration

Education

Associates degree in business or accounting

Tools

Property management software

Job description

Current job opportunities are posted here as they become available.

Subscribe to our RSS feeds to receive instant updates as new positions become available.

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.

Hubbell Realty Company and our affiliates are Affir​mative Action, Equal Opportunity Employers (EOE/M/F/Vet/Disability) and E-Verify Participants.