Assistant Property Manager 1

Description We are looking for a detail-oriented Assistant Property Manager to support day-to-day administrative and operational activities for a property management team in Indianapolis, Indiana. This Long-term Contract position is ideal for someone who enjoys coordinating office processes, maintaining accurate records, and delivering responsive service to tenants, vendors, and internal stakeholders. The role requires strong organizational skills, sound judgment, and the ability to manage multiple priorities while handling confidential information with professionalism.

Responsibilities:

• Coordinate meetings, onsite activities, and special events while helping keep schedules, communications, and logistics organized.
• Prepare service agreements, bid documentation, and invoice packages for review, while supporting property managers with vendor compliance and documentation standards.
• Review, code, and route invoices, check requests, expense items, and tenant bill-back materials to support timely approval and payment processing.
• Maintain office operations by monitoring supply levels, organizing administrative materials, and ensuring the property management office remains functional and efficient.
• Track contracts and certificates of insurance in the appropriate systems, monitor renewal timelines, and follow up on expiring documents.
• Oversee property administrative records, including lease files, contract files, purchase orders, and other department documentation, to ensure accuracy and accessibility.
• Monitor tenant maintenance requests and work order activity, then compile status updates and recurring reports for property management leadership.
• Assist with recurring financial and operational reporting, including monthly and quarterly summaries, annual budget support, staff time records, and meter reading documentation.
• Build positive working relationships with tenants, clients, and service providers by responding to inquiries, documenting service activity, and supporting issue resolution.
• Provide general administrative support that may include correspondence, filing, data entry, and coordination across multiple property-related tasks and deadlines. Requirements
• High school diploma or equivalent required; bachelor's degree preferred.
• Prior customer service or property-related administrative experience is preferred.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Strong verbal and written communication skills with the ability to interact professionally with tenants, vendors, and leadership.
• Excellent organizational skills with the ability to manage multiple assignments and shifting priorities.
• Ability to follow established procedures, maintain accurate records, and protect confidential information.
• Demonstrated attention to detail when handling invoices, contracts, insurance records, and reporting tasks.
• Ability to work in an office and property environment that may require walking, standing, using stairs, and moving between buildings as needed.

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