Administrative Coordinator

Apex Property Services is seeking a highly motivated, organized, and dependable Administrative Coordinator to support our growing property services operation.

This is not a position where you will spend the day waiting to be given your next task. We are looking for someone who can learn our systems quickly, stay ahead of deadlines, recognize what needs to be done, and work independently without constant supervision.

The majority of this position will support our property services division, which works with multifamily and commercial properties throughout East Tennessee. Previous experience in property management, multifamily housing, maintenance coordination, construction, vendor management, or a similar office environment is strongly preferred, but we are willing to consider someone with strong administrative experience who is a quick learner.

Responsibilities

Responsibilities may include:

• Answering and making phone calls
• Monitoring and responding to emails
• Communicating professionally with property managers, vendors, employees, and customers
• Preparing and sending invoices
• Tracking outstanding invoices and job documentation
• Preparing reports and maintaining organized records
• Entering and updating job, customer, and property information
• Organizing work orders, estimates, invoices, photos, and other project documentation
• Following up on open items and helping ensure nothing falls through the cracks
• Assisting with scheduling and coordination of service work
• Collecting information from field employees and organizing it for office use
• Maintaining digital files and company records
• Assisting management with day-to-day administrative needs
• Helping improve office organization and administrative processes as the company grows
• Providing occasional administrative support to our fitness facility and other company operations as needed

Who We're Looking For

The right person for this position is:

• Highly self-motivated
• Organized and detail-oriented
• Comfortable managing multiple priorities at once
• Able to learn new systems and processes quickly
• Able to work independently without being micromanaged
• Reliable and consistent
• Professional on the phone and through email
• Comfortable following up with people and getting the information needed to complete a task
• Able to recognize what needs attention instead of always waiting for instructions
• Comfortable working in a growing small-business environment where priorities can change
• Willing to take ownership of their responsibilities and follow tasks through to completion

Preferred Experience

• Previous office or administrative experience
• Multifamily housing or property management experience
• Maintenance or service coordination experience
• Construction or contractor office experience
• Invoicing and accounts receivable experience
• Microsoft Office, Google Workspace, or similar business software
• Experience preparing reports, maintaining records, and organizing digital documentation

Multifamily/property management experience is a major plus.

What This Position Is Like

We are a growing, locally owned company, so this position will have more variety than a traditional corporate administrative job. Your primary responsibility will be supporting Apex Property Services, but you may occasionally assist with administrative needs for our fitness facility or other company operations.

We need someone who enjoys being productive, solving problems, creating organization, and becoming the person the team can rely on to keep things moving.

There is significant opportunity for the right person to take on additional responsibility as they learn the business and grow with the company.

Schedule

Daytime weekday position. Specific schedule and hours will be discussed during the interview process.

If you are dependable, learn quickly, take initiative, and enjoy keeping a busy operation organized, we would love to hear from you.

Pay: From $600.00 per week

Benefits:

• Employee discount
• Paid time off

Work Location: In person