Assistant Property Manager

Job Description

Job Description

We are looking for a detail-oriented Assistant Property Manager to support daily property operations for a real estate and property environment in Indianapolis, IN. This Long-term contract position is ideal for someone who enjoys balancing administrative coordination, tenant support, and financial documentation in a fast-paced office setting. The role will work closely with property management staff to keep records organized, maintain service processes, and help ensure timely communication with tenants, vendors, and internal stakeholders.

Responsibilities:

• Coordinate calendars, meetings, and property-related events while ensuring schedules and logistics are managed efficiently.

• Prepare service agreements, bid documentation, and invoice packages for review, helping property managers maintain organized vendor and contract processes.

• Review, code, and route invoices for approval while supporting accurate expense tracking and related accounting paperwork.

• Maintain office readiness by monitoring supplies, organizing administrative materials, and supporting day-to-day office functions.

• Update and manage contract records and certificates of insurance in the appropriate tracking systems, including follow-up on upcoming expirations.

• Oversee maintenance work order activity, monitor open service requests, and compile recurring status updates for property management leadership.

• Administer purchase order records, lease documents, and other property files to ensure documentation is current, accessible, and well organized.

• Support tenant and client relations by responding professionally to service needs, tracking requests, and helping resolve administrative issues in a timely manner.

• Assist with periodic management reporting, budget preparation activities, staff time processing, tenant charge-backs, meter readings, expense reports, and check request coordination.

• High school diploma or equivalent required; bachelor’s degree preferred.
• Prior customer service experience is preferred, ideally within an office or property-related setting that requires strong attention to detail.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Strong verbal and written communication skills with the ability to interact effectively with tenants, vendors, and decision-makers.
• Demonstrated organizational skills with the ability to manage multiple priorities and maintain accurate records.
• Ability to follow established policies and procedures while handling confidential information with discretion.
• Comfortable working in an administrative environment that may require walking the property, moving between buildings, and using standard office equipment regularly.