Administrative Support Specialist

Flaherty & Collins; Indianapolis, Northern (IN, KY); Hybrid; USD 63,039,000 - 74,501,000; Full time

Benefits offered by this job

Health benefits

401k with company match

Paid time off

Parental leave

Employee discounts

Job summary

Flaherty & Collins Properties is seeking an Administrative Support Specialist at our Corporate Office in Indianapolis. You will support Development, Construction, and Property Management teams to keep operations running smoothly, greeting guests and coordinating schedules with precision.

You will input data into databases, manage documents, and assist with mail, copy, and filing tasks. A high school diploma and 3–5 years of admin experience are required, with Procore experience seen as a plus.

Qualifications

• 3–5 years of professional administrative experience.
• Proficiency in Microsoft Office programs.
• Strong organization, communication, and collaboration skills.
• Familiarity with construction management software; Procore is a plus.

Responsibilities

• 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 events.
• Input and update information in databases accurately.
• Monitor and replenish office supplies and coordinate equipment maintenance.
• Organize documents and obtain signatures.
• Screen and route incoming mail and faxes.
• Maintain conference room schedules and the corporate calendar.

Skills

Organizational skills

Effective communication

Attention to detail

Proactive problem solving

Education

High School diploma or equivalent

Tools

Microsoft Office Suite

Procore

Job description

# Administrative Support SpecialistCorporate Office - Indianapolis, IN 46204## OverviewSalary Range$22.00 - $26.00 HourlyPosition TypeFull TimeJob ShiftDayEducation LevelHigh SchoolTravel PercentageNone## Administrative Support Specialist**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**Join our award-winning team! In 2024, we were recognized for our people-first work culture by **Top Workplaces (Real Estate Industry)** and named **Management Company of the Year** at the Midwest Prodigy Awards. If you’re passionate, driven, and ready to thrive, we want to hear from you. **Apply today** and start building a brighter future with Flaherty & Collins Properties!**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.**