Admin Services Coordinator

Property Administrator / Administrative Services Coordinator

Candidates who receive an offer will be required to successfully complete a background check and drug test as a condition of employment.

Job Location: Washington, DC (Onsite)

Job Duration: 4 Months

Schedule: M–F, 8:30 AM – 5 PM

Job Description:

Work Environment

• Work closely with the onsite property management team.
• Support day-to-day building operations and tenant relations.
• Fast-paced, professional office environment with frequent interaction with tenants, vendors, visitors, and building staff.

Position Summary

As an Administrative Services Associate, you will support business operations by processing invoices, maintaining databases and records, preparing company forms, managing confidential files, and providing administrative and customer service support for property management operations.

Key Responsibilities

Administrative Support

• Assist property management with a wide range of administrative tasks.
• Answer and direct phone calls professionally.
• Communicate with tenants, vendors, and internal teams.
• Manage digital and physical filing systems.
• Handle incoming and outgoing mail and courier services.
• Maintain office supplies and inventory.
• Maintain organized and up-to-date operational records.
• Ensure documentation complies with company policies and procedures.
• Perform additional administrative duties as required.

Records & Compliance Management

• Maintain Certificates of Insurance (COIs).
• Ensure insurance records are accurate and current.
• Track renewals and compliance documentation.
• Maintain confidential files and sensitive information.

Accounts Payable & Accounts Receivable

• Review, process, and track vendor invoices.
• Monitor accounts payable and receivable activities.
• Coordinate vendor payments.
• Assist with monthly tenant billing statements.
• Resolve invoice discrepancies and payment-related inquiries.

Work Order & Operations Coordination

• Collaborate with building operations and engineering teams.
• Identify maintenance requirements.
• Open, assign, track, and monitor work orders.
• Coordinate service requests among departments.
• Ensure work orders are completed efficiently and accurately.

Tenant Relations

• Serve as a liaison between tenants and building management.
• Distribute tenant communications and building updates.
• Organize tenant meetings and events.
• Address routine tenant concerns professionally.
• Deliver exceptional customer service and support.

Guest Reception Responsibilities

• Greet and welcome tenants, visitors, vendors, clients, and contractors.
• Maintain a clean and professional reception area.
• Answer incoming calls promptly and professionally.
• Route inquiries to appropriate team members.
• Maintain confidentiality when handling sensitive information.
• Provide a welcoming and customer-focused experience for guests.
• Anticipate guest needs and resolve concerns efficiently.

Invoice Processing Responsibilities

• Enter invoices into the Procure-to-Pay (P2P) system.
• Verify proper account coding and property assignment.
• Upload supporting documentation.
• Route invoices through approval workflows.
• Monitor approval status and follow up with approvers.
• Track recurring invoices and utility payments.
• Ensure timely invoice processing.
• Coordinate with vendors regarding:
  • Invoice discrepancies
  • Missing documents
  • Payment status inquiries

Purchase Order & Contract Management

Purchase Orders

• Create and submit purchase orders (POs) in the P2P system.
• Prepare POs for:
  • Office supplies
  • Maintenance services
  • Service contracts
  • Capital and project expenses
• Ensure accurate:
  • Scope descriptions
  • Vendor information
  • Cost coding
  • Contract references
• Route POs through approval workflows.
• Track open purchase orders through completion.

Contracts Management

• Assist in drafting and updating service contracts.
• Ensure required approvals and signatures are obtained.
• Verify insurance compliance requirements.
• Maintain contract documentation.
• Monitor:
  • Contract renewals
  • Contract expirations
  • Service schedules
• Ensure uninterrupted vendor coverage and compliance.

Required Qualifications

Experience

• 2–3 years of administrative experience or related work experience.
• Property management experience preferred but not required.

Education

• GED, high school diploma, or equivalent experience required.

Must-Have Skills

Administrative & Organizational Skills

• Excellent attention to detail, especially with:
  • Invoices
  • Contracts
  • Compliance documentation
• Strong organizational skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Strong time management skills.

Customer Service & Communication

• Professional, friendly, and solution-oriented customer service.
• Strong verbal and written communication skills.
• Professional guest reception capabilities.
• Effective email management and correspondence skills.

Technical Skills

• General computer proficiency.
• Ability to navigate various systems and applications.
• Basic technical troubleshooting skills.
• Proficiency with Microsoft Office Suite:
  • Word
  • Excel
  • Outlook
  • PowerPoint

Office Administration

• Filing and records management.
• Scheduling and calendar coordination.
• Phone handling and call routing.
• Office organization and administrative support.

Preferred Skills

• Property management industry experience.
• Ability to work effectively with:
  • Property managers
  • Engineers
  • Vendors
  • Building staff
• Strong multitasking abilities.
• Team-oriented mindset.
• Adaptability and willingness to assist in daily operations.
• Professional office etiquette.
• Strong communication and interpersonal skills.

Additional Hiring Manager Expectations

Reliability & Attendance

• Demonstrated dependability and punctuality.
• Consistent attendance is essential.
• Ability to support operational requirements reliably.