Document & Office Coordinator

Position Overview

AIK Property Group is seeking a highly organized, detail-oriented, and dependable Document & Office Coordinator to provide clerical, administrative, and organizational support for our growing affordable housing and real estate development operations. This position is ideal for someone who enjoys creating structure, maintaining organized systems, and ensuring important details are handled accurately.

The ideal candidate will play a key role in managing both physical and digital filing systems, supporting bookkeeping functions, coordinating office communications, assisting with scheduling and meetings, helping coordinate homebuyer activities, and maintaining efficient day-to-day operations.

Key Responsibilities

Document Scanning & Digital File Management

• Scan paper documents and upload files into AIK Property Group's cloud-based filing systems (OneDrive)
• Maintain accurate document naming conventions and digital filing structures
• Organize, categorize, archive, and maintain electronic records
• Ensure files remain current, complete, and easily retrievable
• Maintain confidentiality of company and client information

Physical File Organization

• Organize and maintain hard-copy filing systems
• Sort, label, and archive project files, financial records, invoices, and administrative documents
• Develop and maintain orderly systems for efficient retrieval of information

Bookkeeping & Administrative Support

• Update and maintain reports requested by the bookkeeper
• Gather and organize supporting financial documentation
• Track invoices, receipts, payment confirmations, and supporting documentation
• Assist with administrative data entry and reporting tasks
• Flag items requiring follow-up or attention

Email Monitoring & Office Coordination

• Review and monitor the View email address on jobs.institutedata.com email account daily
• Flag invoices, bills, and time-sensitive items requiring payment or review
• Identify and prioritize important communications
• Route emails and requests to the appropriate team members
• Track follow-up items and maintain organization of office communications

Calendar, Scheduling & Meeting Coordination

• Assist with maintaining and managing executive calendars
• Schedule meetings, appointments, and project-related calls
• Coordinate and manage Zoom meetings
• Create and distribute meeting invitations and links
• Monitor scheduling conflicts and assist with calendar updates and reminders
• Help ensure meetings and deadlines remain organized and on track

Home Showing & Buyer Coordination Support

• Assist with coordinating and scheduling viewings of homes listed for sale
• Coordinate showing availability with project staff, agents, and prospective buyers
• Maintain organized tracking of showing requests and appointments
• Assist with communication and follow-up related to scheduled walkthroughs and property visits
• Help ensure prospective buyer activity is properly tracked and organized

General Administrative Support

• Maintain office organization systems
• Assist with special projects and clerical tasks as assigned
• Support leadership with administrative needs
• Identify opportunities to improve office systems and workflow efficiency

Qualifications

• Strong attention to detail and exceptional organizational skills
• Ability to manage multiple priorities with accuracy
• Comfortable working with technology and cloud-based systems
• Experience with Microsoft Office, Outlook, OneDrive, Zoom, and scheduling tools preferred
• Basic understanding of bookkeeping or administrative reporting preferred
• Ability to maintain confidentiality and handle sensitive information
• Self-starter who can work independently and manage tasks efficiently
• Strong written and verbal communication skills
• Previous administrative, clerical, office assistant, customer service, or file management experience preferred

Preferred Characteristics

• Highly dependable and trustworthy
• Organized and process-oriented
• Proactive and able to anticipate needs
• Comfortable working in a small business environment
• Strong follow-through and attention to detail
• Enjoys creating systems and keeping things organized

Work Environment

This is a part-time hybrid position requiring approximately 16 hours per week , with responsibilities split between in-office administrative work and remote support tasks . In-office work will primarily involve document management, file organization, and administrative coordination, while certain tasks such as email monitoring, scheduling, and follow-up activities may be completed remotely. Flexibility in scheduling may be available based on business needs.

AIK Property Group is committed to building stronger communities through affordable housing and community development. We value team members who bring professionalism, organization, initiative, and a collaborative spirit to supporting our mission.

This version now reads more like a true operations support role and should attract stronger administrative candidates rather than purely clerical applicants

Pay: $16.00 - $30.41 per hour

Work Location: Hybrid remote in Schenectady, NY 12309