Administrative Coordinator

Administrative Coordinator

Hillwood Properties is seeking a dynamic and motivated Administrative Coordinator to support the Hillwood Commons Office located in AllianceTexas. This role is designed to support a growing team and evolving office operations. The position blends administrative coordination, financial support, and front-facing responsibilities, with a strong emphasis on taking initiative and supporting day-to-day operational needs. Additionally, this individual must be flexible, detail-oriented, and energized by a fast-paced environment and interact with all levels in the organization.

Responsibilities:

• Serve as a primary point of contact for vendors, tenants, and visitors
• Assist with vendor coordination and day-to-day building logistics
• Provide administrative support to all teams officing in the Hillwood Properties suite
• Maintain organized office files, distribution lists, and emergency contact information
• Order and manage office supplies and track inventory levels
• Support stocking the HUB and overall office organization
• Help expand and implement new technology

Financial and Budgeting:

• Code and process expenses using Wells Fargo and other internal systems
• Code invoices and contracts within Medius and other accounting platforms
• Assist with administrative budgeting and expense tracking
• Prepare and process check requests and expense reports
• Ensure accuracy and timeliness of financial documentation

Front Desk & Team Support:

• Provide lunch coverage for the front desk (supporting primary receptionist coverage)
• Assist in streamlining administrative coverage across the team
• Partner with team members to ensure consistent office support and responsiveness
• Respond to on-site requests and help troubleshoot issues as they arise
• Represent Hillwood professionally as a "face of the office"
• Assist with planning and executing associate and tenant events
• Support internal communications, flyers, and postings
• Contribute to a positive, engaging, and well-organized workplace environment

Required Skills/Abilities:

• Strong written and verbal communication skills
• Highly organized with strong attention to detail
• Ability to manage multiple priorities and adapt to changing needs
• Strong problem-solving skills and ability to work independently
• Ability to quickly assess urgency and prioritize accordingly
• Professional demeanor with strong interpersonal skills
• Ability to build relationships across all levels of the organization
• High level of discretion with sensitive and confidential information
• Strong sense of ownership and initiative
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with accounting or invoice processing systems (e.g., Wells Fargo, Medius, Canon) preferred
• Familiarity with tools such as Salesforce, Box, or Canva is a plus

Education and Experience:

• 13+ years of relevant experience (administrative, coordinator, operations, or similar)
• High school diploma required; Bachelor's degree preferred
• Background in real estate, property management, hospitality, or events is a plus

Benefits Highlights:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Flexible Spending Accounts (FSA)
• Health Savings Accounts (HSA)
• Vacation time
• Sick time
• Holidays
• Paid family caregiver leave
• Mental health and wellness resources
• Life Insurance
• Disability Insurance
• 401(k) with company match
• Tuition assistance
• Additional programs to support Associates and their families

EEO Statement:

Hillwood is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.