Administrative Services Coordinator

Indyhunger; Indianapolis (IN); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health Insurance

401K with employer match

PTO – prorated during the first year

Paid parking

Job summary

The Administrative Services Coordinator at Indiana Association of REALTORS® oversees daily office operations, delivering exceptional member and guest service while supporting all departments with administrative tasks. This role requires a professional appearance, strong organization, and teamwork to keep the REALTOR Building welcoming and efficient.

Hours are Monday–Friday, 8:30 a.m. to 5:00 p.m., with potential for occasional evening work; benefits include health insurance, 401K, and paid

Qualifications

• Excellent customer service and communication skills.
• Professional appearance and positive attitude.
• Strong organizational skills with attention to detail.
• Ability to manage multiple priorities in a fast-paced office.
• Proficiency with Microsoft Office and general office technology.
• Self-motivated, dependable, and adaptable.
• Ability to work independently while collaborating with a team.

Responsibilities

• Greet members and visitors professionally and welcoming.
• Answer calls promptly and courteously.
• Receive and distribute mail and deliveries.
• Assist visitors with directions and general information about the REALTOR Building.
• Stock and maintain snacks, beverages, coffee stations, and supplies.
• Monitor and replenish office and kitchen supplies.
• Help maintain clean, organized reception and common areas.
• Assist with meeting room preparation and light event support.
• Provide administrative assistance to all departments.
• Assist with data entry, filing, copying, scanning, mailings, and document preparation.
• Support special projects and organizational initiatives.
• Work with Senior Staff on priority projects across the organization.
• Collaborate with staff to support member service excellence.

Skills

Customer service

Communication

Organization

Multitasking

MS Office

Independence

Team collaboration

Tools

Microsoft Office

Job description

Position Summary

The Administrative Services Coordinator serves as the welcoming face of the Indiana Association of REALTORS® and the REALTOR® Building. This position plays a vital role in ensuring the daily operations of the organization run smoothly by providing exceptional customer service, supporting all departments with administrative tasks, and maintaining a professional, organized, and hospitable office environment.

As the first point of contact for members, guests, vendors, and deliveries, this individual creates a positive first impression while serving as a dependable resource for staff. Flexibility, initiative, and a team-first attitude are essential, as responsibilities vary from day to day based on organizational needs.

Key Responsibilities

Member & Visitor Services

• Greet members, visitors, instructors, tenants, and guests in a professional and welcoming manner.
• Answer and direct incoming telephone calls promptly and courteously.
• Receive and distribute mail, packages, and deliveries.
• Assist visitors with directions, meeting locations, and general information about the REALTOR® Building.

Office & Facility Support

• Stock and maintain snacks, beverages, coffee stations, and common supply areas throughout the building.
• Monitor and replenish office and kitchen supplies as needed.
• Help maintain clean, organized, and welcoming reception and common areas.
• Assist with meeting room preparation and light event support when needed.

Administrative Support

• Provide administrative assistance to all departments as assigned.
• Assist with data entry, filing, copying, scanning, mailings, and document preparation.
• Support special projects and organizational initiatives.
• Complete assignments from Senior Staff and assist with priority projects across the organization.

Team Operations

• Serve as a flexible resource who can step in wherever assistance is needed.
• Help ensure daily office operations run efficiently and effectively.
• Work collaboratively with staff to support organizational goals and member service excellence.
• Perform other duties as assigned.

Qualifications

• Excellent customer service and communication skills.
• Professional appearance and positive attitude.
• Strong organizational skills with attention to detail.
• Ability to manage multiple priorities in a fast-paced office environment.
• Proficiency with Microsoft Office and general office technology.
• Self-motivated, dependable, and adaptable.
• Ability to work independently while collaborating effectively with a team.

Physical Requirements

• Ability to sit, stand, and walk for extended periods throughout the workday.
• Ability to lift, carry, and move up to 25 pounds on a regular basis.
• Ability to occasionally lift or move up to 40 pounds with assistance or the use of appropriate equipment.
• Ability to bend, stoop, reach, and climb a step stool as needed to stock supplies and organize storage areas.
• Ability to operate standard office equipment, including computers, copiers, scanners, and telephones.

Preferred Characteristics

• Friendly and welcoming personality.
• Strong problem-solving skills and willingness to help wherever needed.
• Takes initiative and anticipates the needs of members, guests, and staff.
• Enjoys working with people and creating a positive workplace environment.
• Maintains confidentiality and professionalism.
• Demonstrates flexibility and a "pitch-in" attitude.

Why This Role Matters

The Administrative Services Coordinator is the hub of daily office activity. By providing outstanding service to members and guests, supporting every department, and helping maintain an efficient and welcoming workplace, this position is essential to keeping the organization operating smoothly. Their contributions allow staff to focus on serving members while ensuring everyone who enters the REALTOR® Building experiences exceptional hospitality and professionalism.

Skills:

• Ability to work independently, anticipate problems, and initiate corrective actions.
• Learn new skills and techniques where technology is changing quickly.
• Effectively prioritize a variety of projects and functions.
• Research and document findings.
• Establish and maintain effective working relationships with staff, vendors, and members
• Have a good working knowledge of Microsoft products

Hours:

• Full-time position, Monday through Friday, 8:30 a.m. to 5:00 p.m. with 30 minutes for lunch, 37.5 hour week. Could have occasional evening work.

Benefits:

A competitive benefits package is offered, including the following:

• Health Insurance with Employee Participation in premium
• 401K with employer match
• PTO – prorated during the first year of employment
• Paid parking