Job Title: Administrative Service Coordinator - Houston, TX
Job Description
The Administrative Service Coordinator provides comprehensive administrative and operational support to a busy office environment. In this role, you handle day-to-day office tasks, support internal teams, manage communications, and assist with basic lease administration and financial processes. You ensure that documents, files, and workflows remain organized and accurate, while delivering professional and responsive service to internal and external stakeholders.
Responsibilities
Provide general office support, including document handling, filing, copying, and coordination of routine administrative tasks.
Answer, screen, and forward incoming telephone calls, directing inquiries appropriately and providing courteous assistance to internal and external stakeholders.
Manage email correspondence by monitoring inboxes, responding to inquiries, and maintaining professional written communication.
Draft, prepare, and distribute correspondence, reports, and routine communications for assigned staff and departments.
Support calendar management and scheduling by coordinating meetings, appointments, and conference calls.
Assist with meeting coordination, including preparing materials, confirming attendees, and arranging logistics as needed.
Maintain tenant, vendor, and property files, including insurance certificates, lease abstracts, and related documentation, in accordance with established standards.
Open work orders, coordinate assignments to vendors, and monitor the status of work to ensure timely completion.
Prepare internal lease administration documents such as lease abstracts as directed, and assist with lease setup, lease changes, and related reporting.
Administer accounts payable and accounts receivable processes by coding invoices for payment, entering data into the accounting system, and forwarding original invoices to accounting.
Prepare accounts receivable status worksheets and reconcile accounts receivable records to support accurate financial tracking.
Where permitted by applicable regulations, initiate rent collection correspondence and phone contact with tenants to support timely payments.
Respond to common inquiries or complaints from clients, co-workers, and supervisors, ensuring issues are addressed promptly and professionally.
Support basic logistics, data entry, purchase order processing, and other administrative tasks as needed to keep operations running smoothly.
Present information clearly and effectively to internal departments to support decision-making and collaboration.
Essential Skills
Ability to comprehend and interpret instructions, short correspondence, and memos, and to ask clarifying questions to ensure understanding.
Ability to write routine reports and professional correspondence.
Ability to respond effectively to common inquiries or complaints from clients, co-workers, and supervisors.
Ability to present information clearly to internal departments.
Basic knowledge of financial terms and principles.
Ability to calculate simple figures such as percentages.
Ability to understand and carry out general instructions in standard situations.
Ability to solve problems in standard situations using basic analytical skills.
0-2 years of experience in an administrative, customer service, or related field.
High school diploma or GED.
Proficiency with Microsoft Office Suite.
Ability to perform basic computer functions and navigate common software tools.
Experience with email management and professional electronic communication.
Strong customer service skills with a focus on professionalism and responsiveness.
Accuracy and attention to detail in data entry and documentation.
Additional Skills & Qualifications
Experience providing administrative support in an office or property management environment.
Familiarity with accounts payable and accounts receivable processes, including coding invoices and reconciling balances.
Experience with data entry, recordkeeping, and maintaining organized filing systems.
Exposure to logistics coordination and purchase order processing.
Ability to manage multiple tasks and priorities in a fast-paced environment.
Strong organizational skills and the ability to follow established procedures and standards.
Comfort working both independently and as part of a collaborative team.
Professional verbal and written communication skills for interaction with tenants, vendors, and internal teams.
Work Environment
This is a full-time, onsite position based in a professional office environment in Houston, TX, with standard hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. You work closely with internal departments, tenants, and vendors in a setting that values organization, reliability, and clear communication. The role involves regular use of computers, Microsoft Office applications, email systems, and an accounting system for invoice and accounts receivable processing. The environment is structured and process-driven, with established standards for maintaining files, documentation, and lease administration records. Business-appropriate attire is expected to support a professional atmosphere when interacting with visitors, tenants, and colleagues. The position is initially offered on a temporary basis for approximately four months, with the possibility of extension and potential conversion to a full-time ongoing role based on performance and business needs.
Job Type & Location
This is a Contract position based out of Houston, TX.
Pay and Benefits
The pay range for this position is $19.00 - $19.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Houston,TX.
Application Deadline
This position is anticipated to close on Jun 30, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
