Administrative Assistant

Lillibridge-Healthcare-Services,-Inc.; Birmingham (AL); On-site; USD 36,000 - 43,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Retirement benefits

Employee stock purchase plan

Job summary

Lillibridge Healthcare Services is seeking an Administrative Assistant to provide administrative and operational support for the Property Management Office in Birmingham, AL. This role serves as the frontline contact for tenants, vendors, and internal teams and requires experience with property management software.

Responsibilities include processing move-ins/outs, drafting vendor contracts, handling calls, coordinating maintenance, and maintaining records.

Qualifications

• High school graduate or equivalent; College degree preferred.
• 2-3 years experience as an administrative assistant.
• Must be located in Birmingham, AL or surrounding area or willing to relocate for the duration of employment.
• In-office, on-site 5 days a week.
• Advanced computer skills using MS Office applications (Word & Excel).
• Experience with property management accounting software is a plus.

Responsibilities

• Retrieves incoming calls professionally and delivers high level customer service.
• Dispatches and tracks routine work orders to maintenance staff or other responsible parties.
• Coordinates vendor/contractor services to support daily property operations.
• Drafts vendor contracts using standard templates.
• Assists with lease administration including move-in/move-out procedures.
• Assists with tenant relations and event coordination.
• Maintains service agreements log and ensures certificates meet requirements.
• Maintains electronic files and key & card control for access.
• Composes routine professional correspondence.
• Performs general office duties and special projects as required.

Skills

Customer service

Communication skills

Organizational skills

Attention to detail

Office administration

MS Office proficiency

Accounting principles

Vendor coordination

Tenant relations

Lease administration

Education

High school diploma

College degree preferred

Tools

MS Office

Property management software

Job description

Job Description:Lillibridge Healthcare Services is a wholly owned subsidiary of Ventas, delivering property management and leasing excellence with an outstanding record of tenant satisfaction. Lillibridge manages more than 22 million square feet of outpatient medical space across 36 states, providing prime medical office spaces to health systems and physicians seeking to expand their reach and deliver value to their communities.About the RoleThe Administrative Assistant Provides administrative and operational support for Property Management Office and functions as frontline contact to external and internal customers, tenants and vendors. Applicants should have experience with property management and real estate accounting software.Key responsibilities may include, but are not limited to:Retrieves incoming calls in a professional manner and delivers high level of customer service as appropriateDispatches and tracks routine work orders to maintenance staff or other responsible parties ensuring timely completionCoordinates vendor/contractor services as appropriate to support daily property operationsDrafting vendor contracts using standard templatesAssistants with lease administration including move-in/move-out proceduresAssists with tenant relations and event coordinationMaintains service agreements log and assures tenant and vendor certificates meet all requirementsMaintains electronic files systemMaintains key & card control for vendor/contractor/tenant accessComposes routine professional correspondenceAssists with property inspections as assignedPerform all general office duties and special projects as requiredQualificationsHigh school graduate or equivalent, College degree preferred2 - 3 years experience as an administrative assistantMust be located in Birmingham, AL or surrounding area or willing to relocate for the duration of employmentMust be in office, on site, 5 days a weekAdvanced computer skills using MS Office applications (Word & Excel a must)Demonstrated proficient knowledge of and experience with accounting principles & practicesProperty management software experience a plusStrong communication and customer service skills (oral & written) to promote positive client/ tenant relationsAbility to exercise prudent judgment in the absence of supervisory personnelAbility to organize and prioritize tasks to ensure accuracy and timely completionWhy people choose Lillibridge:Comprehensive health insurance with 90% premium covered by employer20 days of PTO & 11 paid holidays annuallyRetirement benefits with employer matchEmployee stock purchase planFun, passionate and skilled co-workersThe estimated base salary range for this role is $26/hour - $31/hour. Actual base pay may vary based on factors such as work location, skills, relevant experience, and business needs. In addition to base pay, employees at Ventas are eligible for performance-based incentives and comprehensive benefits. This range represents a good-faith estimate of base salary at the time of posting and is not a guarantee of compensation.In addition to base salary, this role is eligible for discretionary incentive compensation and a comprehensive benefits package, which includes medical, dental, vision, retirement savings, paid time off, and other wellness benefits under applicable plan terms.