Administrative Support Specialist

3 weeks ago

Raleigh, North Carolina, United States Lundy Management Group, LLC Full time
Job Overview

Lundy Management Group, LLC seeks a highly organized and detail-oriented Administrative Support Specialist to provide essential administrative and technical support to the Property Management and Finance team.

Key Responsibilities:

  • Business Support: Generate reports and share them with relevant internal and external stakeholders for strategic decision-making, specifically overseeing the following:
    • Maintain and keep current the Emergency Procedures Pages (EPP)
    • Maintain Server File Organization (via Microsoft Teams)
    • Assist with maintenance engineering operations by running reports on work order data as needed.
  • Vendor Management: Manage new vendor set up and ensure annual updates of vendor information including Certificates of Insurance (COIs) and contact details. Track the status of vendor invoice approvals and payments, following up with vendors and internal departments as needed. Collaborate with financial team to resolve discrepancies in reimbursement documentation or vendor payment issues.
  • Documentation and Records Management: Maintain accurate work order and property files on an ongoing basis with the Server file organization in Teams. Ensure that all Property Management-related documentation is well organized, accurate and accessible, as directed by the Director of Process Management. Assist in compliance audits by providing relevant documentation and reports.
  • Communication and Stakeholder Engagement: Build and maintain strong professional relationships with executives, associates, customers, and vendors. Record and manage written correspondence between parties for documentation and tracking purposes. Assist with process documentation updates to management, facilitating transparency and smooth operations.

Requirements:

  • Bachelor's degree or equivalent work experience in real estate, business administration, or a related field.
  • 2-4 years of experience in administrative roles, preferably in corporate real estate, property management, or finance.
  • Strong proficiency in Microsoft Office (Excel, Word, PowerPoint) and experience with real estate or project management software, with a preference for Yardi, Monday.com, and MRI.
  • Excellent organizational, communication, and interpersonal skills.
  • Ability to multi-task, prioritize responsibilities, and meet deadlines in a fast-paced environment.
  • Proven ability to resolve conflicts and manage relationships with vendors and stakeholders.

Work Requirements:

  • Hybrid schedule with regular in-office presence (up to 2 days per week) and remote work flexibility.
  • Occasional travel may be required to visit properties or meet with vendors.

We offer a competitive salary of $65,000 - $85,000 per year, depending on experience, and excellent benefits package.

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