Administrative Assistant, LHS

Lillibridge Healthcare Services • Indianapolis, IN

1d • Onsite

About The Position

The Administrative Assistant is responsible for administrative and operational support for the Property Management Office and functions as the frontline contact with external and internal customers, tenants, and vendors. This role plays a key part in maintaining the reliability and performance of our buildings, creating safe, functional environments for tenants, clients, and patients.

Requirements

• High school graduate or equivalent
• Entry level - 2 years’ experience as an administrative assistant
• Must be located in Indianapolis, IN or surrounding area or willing to relocate for the duration of employment.
• Must be in office, on site, 5 days a week
• Advanced computer skills using MS Office applications (Word & Excel a must)
• Demonstrated proficient knowledge of and experience with accounting principles & practices
• Strong communication and customer service skills (oral & written) to promote positive client/ tenant relations
• Ability to exercise prudent judgment in the absence of supervisory personnel.
• Ability to organize and prioritize tasks to ensure accuracy and timely completion
• Must be legally authorized to work in the United States without need for employer sponsorship now or in the future

Nice To Haves

• College degree preferred
• Property management software experience a plus

Responsibilities

• Retrieving and routing incoming calls in a professional manner and provides customer service assistance as appropriate
• Dispatching and tracing routine work orders to maintenance and janitorial staff
• Coordinating vendor/contractor services as appropriate
• Maintaining service agreements and assure tenant and vendor certificates of insurance meet all requirements
• Maintaining and monitoring key control and vendor/contractor access
• Establishing and maintaining all files, records and databases (e.g., tenants/leases, vendor contract files, maintenance records, certificates of insurance, management reports, etc.)
• Composing routine professional correspondence using accurate spelling and word usage
• Assisting with lease administration: lease preparation and review, collections, move-in/move out procedures, tenant improvement coordination, tenant relations, event coordination, etc.
• Assisting with financial operations: reviews and codes invoices for payment, prepares timesheets for approval, monitors rental deposits, prepares, and monitors purchase orders and contract documents, compiles data for annual budgets, etc.
• Assisting with property inspections as assigned
• Responding to emergency situations in accordance with appropriate policies & procedures
• Adhering to all safety standards, policies & procedures, and codes of conduct
• Reporting all pertinent events and activities to Management
• Assisting with the implementation of ongoing quality improvement programs
• Performing all general office duties and special projects as required
• Other duties and special projects as assigned

Benefits

• Competitive pay and performance-based incentives
• 90% employer-covered health insurance
• 401(k) with company match
• 20 days of PTO to start + 11 paid holidays
• Stable, long-term career growth with a trusted national leader
• medical, dental, vision, retirement savings, paid time off, and other wellness benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees