Administrative Support Specialist

Flaherty & Collins Properties in; Indianapolis (IN); On-site; USD 30,000 - 36,000; Full time

Benefits offered by this job

Health Benefits

401k matching

Paid Time Off

Training & Certifications

Company Events

Volunteer Opportunities

Employee Referral Program

Job summary

Flaherty & Collins Properties, based in Indianapolis, is seeking an Administrative Support Specialist to keep operations running smoothly at the Corporate Office. You’ll support Development, Construction, and Property Management teams, handling scheduling, documents, and communications.

The ideal candidate has 3–5 years of administrative experience, a High School diploma, and proficiency with Microsoft Office; experience with Procore is a plus.

Qualifications

• 3–5 years of administrative experience
• Proficient in Microsoft Office (Excel, Word, PowerPoint, Teams)
• Organized, detail-oriented and able to thrive in a fast-paced environment
• Excellent communicator who collaborates with multiple teams and partners
• Proactive problem solver who takes initiative and ownership

Responsibilities

• Provide administrative support to Development, Construction, and Property Management.
• Greet and assist guests and staff and manage office visits.
• Coordinate meetings, calls, appointments, and events.
• Interact with internal and external stakeholders professionally.
• Input and update information in databases.
• Monitor and replenish office supplies and maintain inventory.
• Organize documents and obtain signatures.
• Screen mail and route messages.
• Support upkeep of the corporate office and employee union.
• Prepare outgoing mail and faxes; file and mail reports.

Skills

Organized

Detail-oriented

Excellent communication

Proactive problem solver

Positive attitude

Education

High School diploma

Tools

Microsoft Office

Procore

Job description

Job Location: Corporate Office - Indianapolis, IN 46204, Position Type: Full Time, Education Level: High School, Salary Range: $22.00 - $26.00 Hourly, Travel Percentage: None, Job Shift: Day,

Administrative Support Specialist

Location: Corporate Office - Indianapolis, IN

Creating Value Through Vibrant Communities

With expertise in market-rate, affordable, and mixed-use communities, we specialize in innovative public and private partnerships. Since 1993, we’ve delivered over $3 billion in developments and maintain a robust pipeline exceeding $1 billion.

Our purpose—Creating Value Through Vibrant Communities—drives everything we do. Guided by our core values, we foster a dynamic and collaborative environment:

• Diligent
• Winning Mindset
• Respectful Team Player
• Humbly Confident
• Integrity

Administrative Support Specialist

Do you love bringing order to complexity and ensuring nothing slips through the cracks? Are you passionate about supporting a dynamic team and making an impact behind the scenes? As an Administrative Support Specialist, you’ll be a key player in ensuring our operations run efficiently and effectively every day.

What You'll Do

• Provide administrative support to Development, Construction, and Property Management.
• Greet, validate, and support incoming guests and staff to the office.
• Coordinate and manage scheduling of meetings, conference calls, appointments, and other events.
• Interact with internal and external stakeholders professionally and helpfully, ensuring their needs are met.
• Print, organize, and prepare documents for meetings.
• Accurately input and update information in databases.
• Monitor and replenish office supplies, maintain inventory records, and coordinate equipment maintenance as needed.
• Organize documents and obtain signatures.
• Screen all incoming mail, messages, and correspondence, and route accordingly.
• Conduct special projects and other duties as assigned.
• Provide support in the coordination of the upkeep of the corporate office and the employee union.
• Timely proofreading, processing (binding and copying), and mailing of various reports.
• Compile, copy, sort, file, and mail office documents.
• Prepare outgoing mail and overnights.
• Open, sort, and route incoming mail and faxes.
• Assist in maintaining the conference room schedule and corporate calendar.
• Maintain the lobby area and conference rooms.
• Assist with special reports, research, mailings, faxes, memos, copying, and filing.
Manage clerical or administrative activities.

What Makes You a Great Fit

• Additional education in office administration, business, or a related field is an advantage.
• You have 3-5 years of professional experience; administrative experience is a plus.
• You are proficient in Microsoft Office programs (i.e., Excel, Word, PowerPoint, Teams, etc.)
• You’re organized, detail-oriented, and thrive in a fast-paced environment.
• You’re an excellent communicator who enjoys working with different teams and partners.
• You’re proficient in Microsoft Office and familiar with construction management software (experience with Procore is a plus)
• You’re a proactive problem solver who takes initiative and ownership.
• You bring a positive attitude and professionalism to everything you do.

Benefits Package

• Health Benefits: Medical, Vision & Dental Insurance
• Wellness Benefits: Employee Assistance Program
• Virtual Doctor Visits
• Retirement Planning: 401k program with a company match
• Employer-Paid Life Insurance
• Paid Time Off- Personal Time, Birthday, Diversity Day, and 8.5 Holidays.
• Paid Parental Leave
• Rental Discounts
• Industry Memberships
• Company Events
• Volunteer Opportunities
• Employer-Paid Training & Certifications
• Employee Referral Program
• Bonus Opportunities

Flaherty & Collins Properties is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.