Administrative Assistant

Administrative Assistant

Start with a job, stay for a career. For over 100 years, Edward Rose & Sons has been committed to career development for our team members. We offer you the opportunity to grow in an environment where you will feel valued, have room for advancement, and be rewarded for your good work.

We are currently looking for an Administrative Assistant to join our team in Indianapolis!

What are the responsibilities of the Administrative Assistant?

• General office support to include answering phone lines, screening, and properly routing calls, checking, and forwarding or responding to email correspondence, and in-person assistance to visitors and vendors including connecting visitors to appropriate team members or acting as a resource for inquiries.
• Provide internal customer service to team members including answering questions and directing members to the right internal resource.
• Manage calendars, arrange for meetings, and arrange travel including flights, car rentals, hotels, etc.
• Manage document retention logs for portfolio through SharePoint and internal network drives.
• Compile, interpret, and analyze site data to support reporting and audit processes.
• Prepare internal and external correspondence.
• Organize and maintain accurate files, records, reports, contact lists, policies, and procedures.
• Lead or assist in coordination of Company events or activities.
• Communicate with management, residents, vendors, and all outside contacts in a professional manner and provide assistance wherever possible.
• Exhibit a positive disposition while interacting with residents, colleagues, and vendors.
• Coordinate with property managers and insurance companies to gather materials for legal matters.
• Prepare agendas and schedules for meetings (if applicable).
• Prepare and distribute meeting notes or other materials for meetings (if applicable).
• Maintain organized electronic and paper filing system (if applicable).
• Create documents in Microsoft Word and Yardi, such as written correspondence, reports, emails, and memos (if applicable).
• Create spreadsheets in Microsoft Excel to summarize data (if applicable).

Other Key Job Responsibilities, Based on Assigned Team:

• Coordinate with property managers and insurance companies to gather materials for legal matters.
• Gather information and store documents for safety or property related incident reports.
• Input and manage purchase orders in Elevate.
• Assistance with accounting tasks, such as processing rent payments, auditing resident ledgers, etc.
• Prepare and distribute construction releases based on work schedules.
• Manage the contractor bid process, including sending out the bid list, preparing bid letters, creating contracts and addendums, and reviewing contractor documents to meet the necessary requirements for each state and municipality.
• Coordinating pre-move out inspections, damage reports.
• Collection of new move in pictures and inspections.
• Forwarding work orders, obtaining permission to enter, forwarding property notices to clients.
• Maintain utility setups and disconnects for move ins and move outs.
• Inventory control of modem or routers.

What are the role requirements?

• High school diploma or equivalent is preferred.
• Previous administrative experience is preferred.
• Experience using standard office equipment is required.
• Experience using Yardi Voyager or similar property management software is preferred.
• Knowledge of Microsoft Office programs.
• Must possess exceptional organizational and time-management skills along with close attention to detail.
• Experience using a multi-phone system preferred.
• Regular attendance, work ethic and strong interpersonal skills are required for success in this position.
• Takes initiative in assisting others with various tasks.
• Is an effective communicator and works well with the team.
• Is punctual and reliable.
• Completes tasks in a timely manner.
• Presents the ability to execute job duties under stressful circumstances such as last-minute deadlines or other difficult situations.
• The ability to work cooperatively with others.
• Strong written and verbal communication skills are required.
• Must have a valid driver's license.

Employees are required to be honest and trustworthy with a satisfactory background. A valid driver's license and reliable transportation will be required as this position will entail the operation of a personal and potentially a company vehicle.

We offer our full-time employees:

• Comprehensive benefits package, including 401(k) with company match
• Generous paid time off programs
• Competitive compensation plan
• Employee referral program
• Great work environment
• Opportunities for advancement
• Discounted apartment home

We are an Equal Opportunity Employer, and we affirmatively seek diversity in our workplace. We recruit qualified candidates and advance our employees without regard to race, color, religion, gender, age, disability, genetic information, ethnic or national origin, marital status, veteran status, or any other status or characteristic protected by federal, state or local laws.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.