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SalaryLincoln Property Company does not accept unsolicited resumes from third-party recruiters unless they were contractually engaged by Lincoln Property Company to provide candidates for a specified opening. Any such employment agency, person or entity that submits an unsolicited resume does so with the acknowledgement and agreement that Lincoln Property Company will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity. At this time, we are not working with any agencies.
Under general supervision, the Administrative Assistant handles the routine and daily work of the Property Management office. Interfaces with tenants, client and service providers to relieve the Property Manager and/or Asst. Property Manager of clerical work and minor administrative and business detail by performing the following duties.
Responsibilities:
- Hours
o 8am – 5pm Mon – Friday
o 12pm – 1pm Lunch (or within reason if later or earlier)
o Communicate any variances to schedule with APM/PM/SPM and other Team Members - Invoices
o Code invoices in Avid on Monday, Wednesday, Friday (at minimum)
o Resolve disputed invoices within 1 week
o Code high priority invoices same day - Phones
o Answer all phone calls BEFORE the 3rd ring for portfolio
o Maintain professionalism and pleasant demeanor- COI's
o Upload COIs in ETS - ETS
o Draft ETS communications as requested
o Follow up with Service Requests
o Call / involve engineers/PM/vendors as appropriate to resolve Service Requests
o Set up tenants in ETS system - Tenants
o Interface with tenants
o Provide proposals as needed for suite projects and signage
o Maintain accurate contact information for suite
o Facilitate Electric Billbacks (meter read packages) - Janitorial
o AA coordinates any janitorial special request (deep clean, shampoo of carpets, window cleaning, etc...) with tenant/janitorial. May also require originating a work order. Work order must be closed by AA.
o Conduct janitorial inspections
o Correspond with janitorial vendor for building updates
o Monthly QC walks with vendor
o Maintains 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
o Help coordinate Tenant Events
o Interact and maintain positive relations with vendors
o Assist team in scheduling work
o Follow up on Service Requests in ETS
o Activate/Deactivate access cards o Prepare vendor service and construction contracts (short form contracts) and assist in acquiring certificates of insurance.
o Save files in accordance with filing tree and naming conventions
o Order office supplies
o Check Mail
o Maintain accurate vendor records
MONTHLY SCHEDULE - 1st of the month
o Pull Rent Rolls – Print for APM/PM/SPM – Save in shared drive
o Send Rent Roll to Leasing as requested
o Send Cleanable Sq Ft to Janitorial Vendors
o Begin collecting Engineer Mileage - End of week 1
o Ensure all monthly invoices have been submitted - 5th, 7th, and 9th of the month
o Run AR report for all Buildings
o Make notes for any updates you have on rent collection
o Begin reaching out to TT on the 7th to remind them of payment - 8th of the month
o BOA's – reconcile receipts, then begin putting together pkg's - 10th of the month
o Have all accruals from previous month submitted to Avid - 15th of the month
o Run Late Letters and send to APM/PM/SPM to review and send to TT's
o Budget Review for current month and upcoming month - 20th of the month
o Begin transferring information to accruals sheet
o Submit Meter Read PKG's to APM/PM/SPM - 22nd of the month
o Pull Rent Statements – send to APM/PM/SPM
o Send Rent statements as directed by APM/PM/SPM - 24th of the month
o Send APM/PM/SPM Accruals
Pay Range
About Lincoln Property Company
Lincoln Property Company ("Lincoln") is one of the largest private real estate firms in the United States. Offering a fully integrated platform of real estate services and innovative solutions to owners, investors, lenders and occupiers, Lincoln supports the entire real estate lifecycle across asset types, including office, life science, retail, industrial, data center, production studio, healthcare, government, universities, and mixed-used properties, throughout the United States, United Kingdom, and Europe. Lincoln's combined management and leasing portfolio on behalf of institutional clients includes more than 510 million square feet of commercial space. In addition to providing third-party real estate services, Lincoln has completed over 150 million square feet of development since its inception in 1965 and has another $20 billion currently under construction or in the pipeline. For more information, visit: www.lpc.com.
All job offers are contingent on completion of a background check and proof 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 LPC West's privacy policy.
