Administrative Coordinator

Goindigoliving; West Des Moines, Northern (IA, KY); Hybrid; USD 35,000 - 50,000; Full time

Job summary

Hubbell Realty Company in West Des Moines, IA, seeks an Administrative Coordinator for the Indigo Living department. This role provides essential support to managers and staff, manages vendor relationships, and ensures contract compliance to keep operations running smoothly.

Key duties include tracking vendor contracts and certificates, producing regular reports, maintaining project documents, coordinating purchasing and fleet activities, and supporting process improvement initiatives.

Qualifications

• Associate's degree in business, accounting or equivalent experience preferred.
• Two plus years property management experience preferred.
• Proficiency in MS Office and property management software is 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; collects bids and issues vendor contracts.
• Provides administrative support by producing weekly/monthly reports including delinquency, compliance and occupancy.
• Maintains documents and reporting for management and on-site team, including inspections, energy benchmarking, service agreements and orders.
• Coordinates maintenance uniforms orders with vendors and technicians; serves as backup for fleet vehicle program.

Skills

MS Office

Customer service

Time management

Education

Associate's degree in business or accounting

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.