Administrative Coordinator

Responsibilities

• Serve as a primary point of contact for vendors, tenants, and visitors
• Aid in vendor coordination and day-to-day building logistics
• Offer administrative support to all teams officing in the Hillwood Properties suite
• Maintain organized office files, distribution lists, and emergency contact information
• Order and manage office supplies and track inventory levels
• Help expand and implement new technology
• Code and process expenses using Wells Fargo and other internal systems
• Code invoices and contracts within Medius and other accounting platforms
• Aid in administrative budgeting and expense tracking
• Prepare and process check requests and expense reports
• Ensure accuracy and timeliness of financial documentation
• Provide lunch coverage for the front desk (supporting primary receptionist coverage)
• Assist in streamlining administrative coverage across the team
• Partner with team members to ensure consistent office support and responsiveness
• Respond to on-site requests and help troubleshoot issues as they arise
• Represent Hillwood professionally as a “face of the office”
• Aid in planning and executing associate and tenant events
• Support internal communications, flyers, and postings
• Contribute to a positive, engaging, and well-organized workplace environment

Requirements

• Strong written and verbal communication skills
• Highly organized with strong attention to detail
• Ability to manage multiple priorities and adapt to changing needs
• Strong problem-solving skills and ability to work independently
• Professional demeanor with strong interpersonal skills
• Ability to build relationships across all levels of the organization
• High level of discretion with sensitive and confidential information
• Strong sense of ownership and initiative
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with accounting or invoice processing systems (e.g., Wells Fargo, Medius, Canon) preferred
• Familiarity with tools such as Salesforce, Box, or Canva is a plus

Qualifications

• 1–3+ years of relevant experience (administrative, coordinator, operations, or similar)
• High school diploma required; Bachelor’s degree preferred
• Background in real estate, property management, hospitality, or events is a plus

Skills

• Strong written and verbal communication skills
• Highly organized with strong attention to detail
• Ability to manage multiple priorities and adapt to changing needs
• Strong problem-solving skills and ability to work independently
• Professional demeanor with strong interpersonal skills
• Ability to build relationships across all levels of the organization
• High level of discretion with sensitive and confidential information
• Strong sense of ownership and initiative
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with accounting or invoice processing systems (e.g., Wells Fargo, Medius, Canon) preferred
• Familiarity with tools such as Salesforce, Box, or Canva is a plus

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Flexible Spending Accounts (FSA)
• Health Savings Accounts (HSA)
• Vacation time
• Sick time
• Holidays
• Paid family caregiver leave
• Mental health and wellness resources
• Life Insurance
• Disability Insurance
• 401(k) with company match
• Tuition assistance
• Additional programs to support Associates and their families

Pay

Compensation will be commensurate with experience.

Schedule

The schedule for this role is typically full-time, but may vary based on business needs.