Admin Svcs Coordinator

Expedite Talent Solutions

Washington, DC

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JOB DETAILS

SKILLS

Accounts Payable, Accounts Receivable, Administrative Skills, Billing, Business Operations, Business Support, Communication Skills, Contract Management, Customer Support/Service, Database Administration, Detail Oriented, Documentation, Email Management/Administration, Establish Priorities, File Maintenance, Financial Control, Financial Policies, Identify Issues, Insurance Documentation, Interpersonal Skills, Mail Services, Maintenance Services, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Operational Support, Operations Management, Organizational Skills, Peer-to-Peer Architecture, Plan Meetings, Presentation/Verbal Skills, Procedure Development, Procure to Pay/Purchase to Pay (P2P), Procurement Management, Project Tracking, Property Maintenance, Property Management, Purchase Orders, Regulatory Compliance, Service Delivery, Team Building, Team Lead/Manager, Team Player, Telephone Skills, Time Management, Vendor/Supplier Planning, Writing Skills

LOCATION

Washington, DC

POSTED

1 day ago

Description: Title: Property Administrator / Admin Svcs Coordinator
Job Family: Administration
Background Package: *** STANDARD PACKAGE -NO DRUG TEST
Bill Rate: *** ***/hour
Hours: 8:30 am 5:00 EST | M-F
Remote/Hybrid/In-person: Onsite
Location: SHAREDC213-Washington-2000 M Street NW
Why is this role open? Additional Headcount/support
Assignment Duration: 4 months
Possible for extension? Yes
Potential to convert to FTE, If so, what rate: Possible*** TBD
Overview of Work Environment/Client Nuances/Team Overview: working with the management team onsite

Resource's typical working day:

" Assist property management with a wide range of administrative tasks, including answering phones, communicating with tenants, managing digital and physical files, handling mail and courier services, and maintaining office supplies.
" Maintain organized and up to date records of building operations, ensuring all documentation complies with company policies and procedures.
" Track and maintain all Certificates of Insurance, ensuring accuracy and timely renewals.
" Review, process, and track accounts payable and receivable, including vendor invoices, payments, and monthly tenant billing statements.
" Work closely with the building operations team to compile maintenance needs; open, assign, coordinate, and monitor work orders across departments.
" Serve as a liaison between tenants and building management by distributing updates, organizing meetings, and supporting tenant events and meetings.
" Identify and resolve both routine and non routine issues within the scope of daily responsibilities.
" Contribute positively to the team through accurate work, reliable support, and high quality service delivery.
" Follow established procedures and guidelines while working under moderate supervision and direction.
" Demonstrate strong verbal and written communication skills.
" Maintain excellent attention to detail, strong organizational habits, and the ability to prioritize multiple tasks effectively.
" Possess proficiency in Microsoft Office Suite.
" Perform additional duties as needed to support property operations and management.

Guest Reception
" Greet and welcome tenants, visitors, vendors, and clients in a professional and courteous manner.
" Maintain a clean, organized, and welcoming reception area.
" Answer and direct incoming calls promptly, providing accurate information or routing to the appropriate team member.
" Maintain confidentiality and professionalism when interacting with guests or handling sensitive information.
" Provide exceptional customer service by anticipating needs and addressing questions or concerns promptly.

Invoice Processing
" Enter invoices into the P2P (Procure-to-Pay) system, ensuring correct account codes, property assignment, and supporting documentation.
" Upload invoices and route them through appropriate approval workflows in P2P.
" Monitor invoice approval status and follow up with managers or approvers as needed to prevent delays.
" Track recurring invoices, utilities, and scheduled vendor payments to ensure timely processing.
" Coordinate with vendors regarding invoice discrepancies, missing documentation, or payment status inquiries.

Purchase and Contract Orders Management
" Create and submit purchase orders (POs) in the P2P system for supplies, maintenance work, service contracts, and project-related expenses.
" Ensure all purchase orders include accurate scope descriptions, vendor details, contract terms, and cost coding.
" Route POs through the appropriate approval workflows within P2P and follow up to ensure timely authorization.
" Maintain tracking logs for all open purchase orders, monitoring status from submission through fulfillment.
" Support property management in adhering to procurement policies, financial controls, and compliance standards.
" Assist with drafting or updating service contracts, ensuring proper signatures, insurance compliance, and documentation.
" Track contract renewals, expirations, and service schedules to ensure continuous and compliant vendor coverage.

Must Have Skills:
- Excellent attention to detail, especially when handling invoices, contracts, and compliance documentation.
- Ability to prioritize multiple tasks in a fast paced environment
- Ability to provide professional, friendly, and solution oriented customer service.
- General Computer Knowledge Comfortable navigating various systems and applications; able to troubleshoot basic technical issues.
- General Office Skills Proficient in tasks such as filing, scheduling, handling phone calls, and maintaining organized workspaces.
- Professional Guest Reception Able to greet and assist guests in a courteous, confident, and professional manner.
- Email Management Skilled in composing, organizing, and responding to emails efficiently and with attention to tone and clarity.
- Knowledge of Microsoft Office Suite Familiar with tools such as Word, Excel, Outlook, and PowerPoint; capable of using them for day-to-day operations.

Nice-to-Have Skills
- Ability to work effectively with property managers, engineers, vendors, and building staff.
- Willingness to assist in day to day operations to support overall building performance.
- Communication skills
- Organized
- Able to multitask
- Professional office etiquette
- Team player

Aside from the mentioned Must-Have Skills, the HM is also looking for candidates that has;
Reliability and Attendance: The role requires a high level of dependability, with consistent attendance and punctuality being essential to meet operational needs.
Professional Expectations: Regular and reliable attendance is a critical component of success in this position, as it directly impacts team performance and operational efficiency.

Years of experience:
- 2-3 years of experience in administrative roles or related fields
- Preferred, but not required: Background in property management

Education: At least a GED or equivalent experience required

Software Skills
- General familiarity with common software applications
- Microsoft Office Suite (e.g., Word, Excel, Outlook, PowerPoint)
- Experience using email platforms and basic office productivity tools

Interview Process: 1-2 virtual and/or onsite

Summary:
As a *** Administrative Services Associate, you will provide support for business operations by conducting processing invoices, updating, and maintaining databases, preparing company forms, and maintaining confidential files.

Custom Fields:
Name: Will this Resource be working Remote?
Value: Not Remote

Name: What would be the potential convert to perm salary (if applicable)?
Value: None

Name: Is this opportunity convert to Perm or Potential Convert to Perm?
Value: None

About the Company

Expedite Talent Solutions

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