Property Assistant

at  Lincoln Property Company

LINCOLN 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.

The Property Assistant is responsible for meeting the needs of the Property Management Team. This individual will maintain a high level of professionalism in addressing and coordinating Property Management issues including response to, and resolution of, any Property Manager, Client, and Tenant requests or concerns.

DESIRED COMPETENCY, EXPERIENCE AND SKILLS:

• Four-year degree and 3+ years of related experience; or the equivalent combination of education and related experience
• Real Estate experience a strong plus
• Familiarity with commercial real estate documents and the work order process
• Proficiency in Word, Excel, Power Point, Adobe Acrobat/PDF, and Outlook E-mailing programs
• Strong interpersonal skills; ability to maintain professionalism in a sensitive environment
• Excellent verbal/written communications skills
• Strong organizational skills; detail oriented
• Proven record of providing excellent internal and external customer service
  This position is 100% in-office. The role requires working in office during standard business hours. Remote work or telecommuting is not an option for this position.

• First point of contact for tenants and vendors who enter the Management office. As needed, escalate issues to Assistant Property Manager or Senior Property Manager.
• Provide full administrative support including phone support, typing, reports, filing, and distribution of correspondence
• Coordinate and assist with meetings/special events held at the property as requested
• Update and maintain property contact lists and emergency information for property
• Coordinate, schedule, and assist with deliveries to and from the dock area
• Ensure that invoices are processed properly by coding property invoices for property manager approval, recording/maintaining invoice tracking spreadsheet, and submitting for payment
• Maintain property work order system in Workspace and Mark V, including on-demand and scheduled work order input & dispatching, closing, time tracking, and general reporting
• Create, submit, distribute, and track vendor contracts
• Maintain Property files (electronically as well as hard copies on-site)
• Maintain all Vendor Certificates of Insurance, W-9s, and any additional forms necessary for Contractors
• Conduct property inspections and reports to ensure quality assurance and efficient customer service
• Assist in reviewing and compiling monthly and quarterly reports for client and property management team
• Assist in keeping the Client’s Policies and Procedures updated and current
• Promote and foster positive relationships with tenants, owners, and staff
• Coordinate Tenant Amenity/HUB meeting room requests and assist with catering
• Order office and kitchen supplies as needed
• Handle other duties as assigned