What are the responsibilities and job description for the Administrative Assistant position at Lincoln Property Company?
Job Description
Job Description
Lincoln Property Company does not accept unsolicited resumes from third-party recruiters unless they were contractually engaged by Lincoln Property Company to provide candidates for a specified opening. Any such employment agency, person or entity that submits an unsolicited resume does so with the acknowledgement and agreement that Lincoln Property Company will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity. At this time, we are not working with any agencies.
Under general supervision, the Administrative Assistant handles the routine and daily work of the Property Management office. Interfaces with tenants, clients, and service providers to relieve the Property Manager of clerical work and minor administrative and business detail by performing the following duties.
Seeking a keenly organized individual with a strong customer service focus!
Responsibilities :
- Answers phone with a smile and greets visitors to the office.
- Processes tenant work order requests and follows up on work completed. Takes appropriate action in accordance with lease requirements, established policies, and procedures.
- Coordinates internal staff as well as outside vendors to complete work orders as well as general maintenance and repairs.
- Interfaces with vendors regarding invoicing, billing questions, and payments.
- Maintains property and administrative files (both physical and electronic) and assists in the preparation of third party documents, Service / Vendor Contracts, Construction contracts, and project documents. Assists in keeping documents moving through draft process to full execution. Tracks progress.
- Performs a variety of administrative tasks for property management office including answering phones, drafting and distribution of correspondence, expense reporting, coordination of meetings, filing, and copying.
- Maintains property, tenant, and vendor contact listings for Property Manager.
- Handles the vendor set up process on behalf of property management, including coordinating W9, certificate of insurance and signed work agreements. Follows up with vendor through contract completion.
- Assists in the distribution of monthly rent statements and collections.
- Maintains service contracts and insurance certificates and monitors expiration dates in accordance with prescribed standards. Tracks service contracts and ensures they are current and compliant.
- Handles parking pass and employee pass distribution. Keeps database accurate and up to date.
- Handles coding, receipt collection and processing of corporate credit card expenses and submits in a timely manner.
- Assists in the leasing process in capacities that do not require a Real Estate License.
- Assists Assistant Property Managers, Property Managers, Area Manager and Regional VP in special projects or initiatives as needed.
- Occasional travel to properties when needed.
Job Qualifications :
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
This position is 100% in-office . The role requires working in office during standard business hours. Remote work or telecommuting is not an option for this position.
About Lincoln Property Company
Lincoln Property Company ("Lincoln") is one of the largest private real estate firms in the United States. Offering a fully integrated platform of real estate services and innovative solutions to owners, investors, lenders and occupiers, Lincoln supports the entire real estate lifecycle across asset types, including office, life science, retail, industrial, data center, production studio, healthcare, government, universities, and mixed-used properties, throughout the United States, United Kingdom, and Europe. Lincoln's combined management and leasing portfolio on behalf of institutional clients includes more than 562 million square feet of commercial space. In addition to providing third-party real estate services, Lincoln has completed over 164 million square feet of development since its inception in 1965 and has another $19.5 billion currently under construction or in the pipeline. For more information, visit : www.lpc.com.
All job offers are contingent on completion of a background check and proof of eligibility to work in the United States.
By submitting your information or resume in response to this opportunity, you acknowledge that your personal information will be handled in accordance with Lincoln Property Company's privacy policy.
