Admin Services Coordinator

Metasys Technologies

Washington, DC

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JOB DETAILS

SALARY

$23–$23.50 Per Hour

SKILLS

Accounts Payable, Accounts Receivable, Administrative Skills, Background Investigation, Billing, Business Operations, Business Support, Calendar Management, Call Routing, Capital Expenditure (CAPEX), Capital Project, Communication Skills, Computer Skills, Contract Management, Customer Relations, Customer Support/Service, Database Administration, Detail Oriented, Documentation, Email Management/Administration, Establish Priorities, File Maintenance, File Management, Identify Issues, Insurance Documentation, Interpersonal Skills, Mail Processing, Mail Services, Maintain Compliance, Maintenance Services, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Operational Support, Operations, Organizational Skills, Peer-to-Peer Architecture, Plan Meetings, Presentation/Verbal Skills, Procedure Development, Procure to Pay/Purchase to Pay (P2P), Project Tracking, Property Maintenance, Property Management, Purchase Orders, Reconciliation, Record Keeping, Records Management, Regulatory Compliance, Team Player, Telephone Skills, Time Management, Writing Skills

LOCATION

Washington, DC

POSTED

1 day ago

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

Job Title: Property Administrator / Administrative Services Coordinator
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.

Professionalism

Maintain a professional demeanor at all times.
Contribute positively to team performance.
Deliver accurate, high-quality work.
Follow established procedures while working under moderate supervision.

Software Requirements

Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Email platforms and communication tools
General office productivity software
Familiarity with Procure-to-Pay (P2P) systems is a plus
General comfort learning new software applications

Interview Process

1 2 interviews
Virtual and/or onsite interviews depending on hiring team preferences.

Metasys Technologies is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identify, national origin, veteran or disability status.

About the Company

Metasys Technologies

With over 15 years of experience, Metasys Technologies (MTI) provides consultants with rewarding career opportunities in a multitude of organizations.

Rated by The Atlanta Business Chronicle as one of the best places to work, MTI provides our consultants with opportunities for growth and recognition. MTI has a nationwide network of clients including Fortune 50 companies and numerous medium to small sized businesses.

We offer opportunities in I.T. Professional Services, Finance & Accounting, and Business Professional Services.

Our tools and consultant care program help you with the interview process and provide you with continuous guidance and insight.

If you are a candidate looking for career growth or change, we can help you find a career that matches your aspirations.

COMPANY SIZE

100 to 499 employees

INDUSTRY

Computer/IT Services

FOUNDED

2000

WEBSITE

http://metasysinc.com/

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