Administrative Assistant

Lincoln Property Company; Town of Florida (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

Lincoln Property Company is seeking an Administrative Assistant to support the property management office. This 100% in-office role in New York will handle clerical tasks, coordinate meetings, process invoices, maintain files and contact lists, and assist in tenant communications.

Strong MS Office skills, 2+ years of office experience, and solid written and verbal communication are required. Ideal candidates will have a GED or higher and an associate degree or higher.

Qualifications

• 2+ years of office administration experience required.
• Background in property management preferred.
• Ability to read and interpret documents such as reports, policies and procedures, safety rules and ask clarifying questions to ensure understanding.
• Ability to write routine reports and correspondence.
• Ability to respond to common inquiries or complaints from client, vendors, tenants and supervisors.
• Ability to effectively present information to small or large groups.

Responsibilities

• Perform a variety of administrative tasks for property management office including phone support, drafting and distribution of correspondence, expense reporting, calendar maintenance and scheduling, coordination of meetings, filing, and copying.
• Review and process incoming system work orders and take appropriate action in accordance with established policies and procedures.
• Maintain property, tenant, and vendor contact listings for Property Manager.
• Maintain service contracts, tenant leases, and insurance certificates and monitors expiration dates in accordance with prescribed standards.
• May initiate rent collections correspondence with tenant.
• Assist in the coordination of tenant newsletter, events and appreciation packages.
• Code and input invoices into accounting system and forward original invoices to the Accounting department for payment on a regular basis.
• Maintain property and administrative files and assist in the preparation of Third Party documents, Service/Vendor Contracts, Construction contracts and project documents, and general correspondence.

Skills

Office administration

Communication

Microsoft Office

Interpersonal skills

Problem solving

Written communication

Analytical skills

Mathematical skills

Education

GED

Associate degree or higher

Tools

Microsoft Office Suite

Job description

Job Description

Under general supervision, the Administrative Assistant handles the routine and daily work of the Property Management office. Our Administrative Assistant will interface with tenants, client and service providers to relieve the Property Manager of clerical work and minor administrative and business detail by performing the below duties.

Responsibilities:

• Perform a variety of administrative tasks for property management office including phone support, drafting and distribution of correspondence, expense reporting, calendar maintenance and scheduling, coordination of meetings, filing, and copying.
• Upon receipt, review and process incoming system work orders and takes appropriate action in accordance with established policies and procedures.
• Maintain property, tenant, and vendor contact listings for Property Manager.
• Maintain service contracts, tenant leases, and insurance certificates and monitors expiration dates in accordance with prescribed standards.
• May initiate rent collections correspondence with tenant.
• Assist in the coordination of tenant newsletter, events and appreciation packages.
• Code and input invoices into accounting system and forwards original invoices to the Accounting department for payment on a regular basis.
• Maintain property and administrative files and assists in the preparation of:
  • Third Party documents
  • Service/Vendor Contracts
  • Construction contracts and project documents
  • General correspondence as directed

Desired Competency, Experience and Skills:

• High School Diploma or General Education Degree (GED) required.
• Associates Degree or higher preferred.
• 2+ years of office administration experience required.
• Background in property management preferred.
• Ability to read and interpret documents such as reports, policies and procedures, safety rules and ask clarifying questions to ensure understanding.
• Ability to write routine reports and correspondence.
• Ability to respond to common inquiries or complaints from client, vendors, tenants and supervisors.
• Ability to effectively present information to small or large groups.
• Intermediate to advanced skills with Microsoft Office Suite required.
• Strong interpersonal and problem solving skills.
• Basic analytical and mathematical skills required.

This position is 100% in-office. The role requires working in office during standard busin