Administrative Assistant / Front Desk

Office Coordinator/Administrative Assistant

Office Coordinator job responsibilities include:
This position is a full-time position in the corporate office (West Seattle) Monday – Friday, 8 – 5.

• Provide a positive first impression to visitors, clients and the public through prompt phone contact and in-person greeting.
• Answer phone calls as they come in.
  • Gather name, number, and brief message (if applicable) before forwarding to appropriate party or IM.
• Responsible for opening and closing procedures for the home office.
• Oversee all office equipment and supply inventory including order placement.
• Monitor office and grounds for cleanliness, work with maintenance for any fixes needed.
• Coordinate conference room scheduling and ensure supplies are set up for meetings.
• Coordinate home office vacation/schedule calendar in Outlook.
• Assist Accounts Payable with timely check mailings daily.
  • Manage monthly return of AP to sites.
  • Manage mail, Fed Ex, and package delivery services.
  • Assist departments with routine tasks as needed to provide additional support.
  • Maintain up to date and well-organized filing system for property and office documents.
  • Assist Office Manager in managing shared digital storage drives.
  • Assist with other miscellaneous projects as directed by the Office Manager.

Administrative Assistant job responsibilities include:

• Weekly Report review
  • Verifying narrative for accuracy
  • Gathering additional reports as required by client and IM.
• Monthly Report
  • Owner Reports
    • Tracking progress on Smartsheet and Master checklist.
    • Review of Executive and Variance letters from IM.
    • Saving final letters to server.
    • Merging files for upload to Extranet.
    • Uploading and verifying reports to Extranet and mark as complete.
    • Email additional reports as required by ownership and lenders.
  • Monthly Operations Reports
    • Reviewing site completed reports and save to server.
  • Incentive Reports
    • Review submitted reports for accuracy and completion.
    • Send for approval to IM.
    • Verify timecard entries for accuracy to approved IM reports.
  • Staffing Calendar
    • Save to server after sent in by site teams.

• Quarterly Reports
  • Lender Reports
    • Compile requested reports (typically rent roll, financials and Excel trial balance and certification).
  • Reserve Replacements
    • Site teams typically compile the data, and the admin reviews it.
    • Submit completed request to IM for approval.
    • Submit approved request to appropriate lender.
• Annual Reports
  • Lender Reports
    • Same as monthly but may require additional information.
  • Budgets
    • Assist Office Manager with annual preparation.
    • Review narratives for accuracy once IM portion completed.
    • Process final drafts as outlined in instructions.
• Ongoing tasks
  • Property Information sheets and site W-9
    • Verifying correct EIN, Address, Phone numbers, etc.
    • Distribute to sites with W-9 each year.
  • Meeting planning and prep work
    • As requested by IM.
  • Assist IM with various requests and research.
  • Keep Master Checklist up to date.
• Various other tasks as requested

Qualifications:

• AA degree highly preferred, or 2+ years equivalent business experience. High school diploma or equivalent required.
• Must be able to sit and stand for extended periods, bend, squat, and lift up to 35-pound boxes on a regular basis.
• Intermediate skill level in Office products, Acrobat a plus.
• Ability to exercise quick and accurate judgment to prioritize shifting tasks.
• Ability to maintain strict confidentiality.
• Abide by all Fair Housing, Federal and State laws and guidelines.
• Complete all yearly training requirements.
• Abide by all Indigo policies and procedures.
• Effective in conflict resolution and customer service.
• Proactively anticipate support needs.
• Able to handle frequent interruptions in workflow.
• Receptive to feedback, a fast-learner, self-motivated and proactive communicator

Benefits (include but not limited to):

• Paid Vacation – 40 hours after first six months, additional 40 hours at completion of 1st year, and then 80 hours each additional year.
• Paid Sick/Safe Leave per the City of Seattle.
• Equivalent of 11 paid Holidays plus a Volunteer Day.
• Health/Dental benefits paid at 80% of premium by company for employees, (employee pays 20%( of own coverage, 100% dependent coverage.)
• Life, AD&D, Long Term Disability, Short Term Disability at not cost to employee.
• 401(k) matching plan (limits apply).

Compensation: $20 – $22 an hour

Indigo Real Estate is a WA Best Workplaces Winner

Indigo is committed to the full inclusion of all qualified individuals. As part of this commitment, Indigo will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Shannon Steinbeigle, SHRM-CP, HR Manager at 206-946-1256 or shannons@indigorealestate.com or JD Andrews, HR Business Consultant at 801-924-1649 or JD@rminc.com.