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Property Management Coordinator

2 months ago

Haverhill, Massachusetts, United States Lincoln Property Company Full time

In a dynamic office environment, the Administrative Assistant plays a crucial role in managing the daily operations of the Property Management team. This position serves as a liaison between tenants, clients, and service providers, alleviating the Property Manager of routine clerical and administrative tasks through a variety of responsibilities.

KEY RESPONSIBILITIES

  • Conducts a range of administrative functions for the property management office, including answering phone calls, drafting and sending correspondence, managing expense reports, maintaining calendars, scheduling appointments, and organizing meetings, as well as handling filing and copying tasks.
  • Reviews and processes incoming work orders promptly, taking necessary actions in line with established protocols.
  • Maintains updated contact lists for property, tenants, and vendors for the Property Manager's reference.
  • Oversees service contracts, tenant leases, and insurance documentation, ensuring timely monitoring of expiration dates according to company standards.
  • May initiate correspondence regarding rent collections with tenants.
  • Assists in the planning and coordination of tenant newsletters, events, and appreciation initiatives.
  • Codes and enters invoices into the accounting system, ensuring original invoices are forwarded to the Accounting department for timely payment.
  • Maintains organized property and administrative files and aids in the preparation of:
    • Third Party documentation
    • Service and Vendor Contracts
    • Construction contracts and project-related documents
    • General correspondence as directed

SUPERVISORY ROLE

This position does not entail formal supervisory responsibilities but may offer informal guidance and training to colleagues. Additionally, may assist in prioritizing work orders for Maintenance Technicians.

QUALIFICATIONS

  • High School Diploma or General Education Degree (GED) is required.
  • Associates Degree or higher is preferred.
  • A minimum of two years of experience in office administration is required.
  • Experience in property management is preferred.
  • Ability to read and interpret various documents, including reports and policies, and ask clarifying questions for better understanding.
  • Proficient in writing routine reports and correspondence.
  • Capable of responding to common inquiries or complaints from clients, vendors, tenants, and supervisors.
  • Able to effectively present information to both small and large groups.
  • Intermediate to advanced proficiency in Microsoft Office Suite is required.
  • Exhibits strong customer service skills.
  • Possesses strong interpersonal and problem-solving abilities.
  • Basic analytical and mathematical skills are required.
  • This role involves working in an office setting, which may require sitting for extended periods, standing, and occasionally lifting items up to 20lbs.

About Lincoln Property Company

Lincoln Property Company is recognized as one of the largest private real estate firms in the United States, offering a comprehensive range of real estate services and innovative solutions to owners, investors, lenders, and occupiers. Lincoln supports the entire real estate lifecycle across various asset types, including office, life science, retail, industrial, data center, production studio, healthcare, government, universities, and mixed-use properties. The company manages and leases over 510 million square feet of commercial space on behalf of institutional clients and has completed over 150 million square feet of development since its establishment in 1965. Lincoln currently has an extensive pipeline of projects under construction or in planning stages.

All job offers are contingent on completion of a background check and proof of eligibility to work in the United States.