Office Support Specialist

2 weeks ago

Charleston, West Virginia, United States Lincoln Property Company Full time
Position Overview

Lincoln Property Company values a professional environment and does not engage with unsolicited resumes from third-party recruitment agencies unless previously contracted for specific openings.

The Office Support Specialist plays a crucial role in the daily operations of the Property Management team. This position is responsible for facilitating communication with tenants, clients, and service providers, thereby allowing the Property Manager to focus on more complex administrative tasks.

Key Responsibilities

  • Perform a variety of administrative functions within the property management office, including answering phone calls, drafting and distributing correspondence, managing expense reports, maintaining calendars, scheduling meetings, and handling filing and copying tasks.
  • Review and process incoming work orders promptly, ensuring adherence to established protocols.
  • Maintain comprehensive contact lists for property, tenants, and vendors to support the Property Manager.
  • Oversee service contracts, tenant leases, and insurance documentation, monitoring expiration dates to ensure compliance.
  • Assist in the preparation of rent collection correspondence directed to tenants.
  • Support the organization of tenant newsletters, events, and appreciation initiatives.
  • Input invoices into the accounting system and ensure original invoices are forwarded to the Accounting department for timely payment.
  • Maintain organized property and administrative files and assist in the preparation of:
    • Third Party documentation
    • Service and Vendor Contracts
    • Construction-related contracts and project documentation
    • General correspondence as directed

Supervisory Duties
No formal supervisory responsibilities; however, may provide informal guidance and training to colleagues and coordinate work order priorities for maintenance staff.

Qualifications

  • High School Diploma or equivalent required; an Associate's Degree or higher is preferred.
  • A minimum of two years of experience in office administration is required.
  • Experience in property management is preferred.

Communication Skills
Ability to read and interpret various documents such as reports, policies, and procedures, and ask clarifying questions to ensure understanding. Proficient in writing routine reports and correspondence, and capable of responding to inquiries from clients, vendors, tenants, and supervisors.

Technical Skills
Intermediate to advanced proficiency in Microsoft Office Suite is required.

Additional Skills
Strong customer service orientation, excellent interpersonal and problem-solving abilities, along with basic analytical and mathematical skills.

Physical Requirements
This role requires the ability to work in an office environment, which includes sitting for extended periods, standing, and occasionally lifting items up to 20 lbs.

Screening Requirements
Selected candidates will undergo a criminal history background check.

This position is 100% in-office, requiring presence during standard business hours. Remote work is not an option.

About Lincoln Property Company
Lincoln Property Company is a leading private real estate firm in the United States, offering a comprehensive range of real estate services and innovative solutions to a diverse clientele.

Note: All job offers are contingent upon successful completion of a background check and verification 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.

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