Administrative Support Specialist - Office Coordination

Flaherty-; Indianapolis (IN); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Health Benefits

401k with company match

Paid Time Off

Professional Certifications

Job summary

Flaherty & Collins Properties in Indianapolis is seeking an Administrative Support Specialist to help keep daily operations organized and efficient. You will support Development, Construction, and Property Management teams while greeting guests and handling documents.

Responsibilities include scheduling meetings, data entry, mail handling, and maintaining calendars. A proactive, detail-oriented mindset and strong communication are essential in a fast-paced environment with comprehensive benefits.

Qualifications

• 3–5 years of professional administrative experience.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint, Teams).
• Excellent communication and organization in fast-paced environments.

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 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.
• Contribute to upkeep of the corporate office and employee union coordination.
• Timely proofreading, processing, and mailing of various reports.
• Prepare outgoing mail and overnights.
• Open, sort, and route incoming mail and faxes.
• Assist in maintaining conference room schedule and the corporate calendar.

Skills

Microsoft Office

Teams

Tools

Procore

Job description

Flaherty & Collins Properties in Indianapolis is seeking an Administrative Support Specialist to help keep daily operations organized and efficient. You will support Development, Construction, and Property Management teams while greeting guests and handling documents.

Responsibilities include scheduling meetings, data entry, mail handling, and maintaining calendars. A proactive, detail-oriented mindset and strong communication are essential in a fast-paced environment with comprehensive benefits.