Administrative Assistant

NP Dodge Company•Omaha, NE

17h•Onsite

About The Position

NP Dodge Management Company, a leader in property management with a legacy dating back to 1855, is seeking an Administrative & Billing Assistant to support the daily operations of its Property Management division. This role is crucial for maintaining accurate records, ensuring timely service delivery, and providing exceptional customer experiences. The company specializes in managing multifamily and commercial real estate across Nebraska and Iowa, combining traditional customer service with modern technology.

Requirements

High school diploma or equivalent.
Prior administrative, customer service or office experience.
Prior billing, invoice, document management or related experience.
Proficiency with Microsoft 365 applications including Outlook, Excel, Word, Teams, SharePoint, and PowerPoint.
Ability to manage digital documents, workflows, and records utilizing SharePoint and cloud-based collaboration tools.
Demonstrates curiosity and adaptability in learning new technologies, automation tools, and AI-enabled business applications.
Ability to complete Fair housing training within 30 days of employment.
Strong customer service skills.
Excellent communication and interpersonal skills.
Ability to prioritize tasks, stay organized, manage multiple projects simultaneously with attention to detail, and meet deadlines in a fast-paced environment.
Reasonable and reliable attendance and timeliness when reporting to work and completing work.

Nice To Haves

Associate’s degree preferred.
Property management or real estate experience preferred.
Bilingual in Spanish preferred.

Responsibilities

Assists in the smooth operation of the office by managing incoming calls, emails, and other correspondence.
Addresses routine inquiries and escalates messages as appropriate.
Manages the commercial work order billing process, ensuring accurate expense coding, invoice preparation, timely billing, documentation retention, and compliance with lease requirements and accounting standards.
Codes work order expenses accurately to properties, cost centers, and CAM (Common Area Maintenance) categories in accordance with lease terms and accounting standards.
Maintains detailed work order records and billing documentation to ensure compliance.
Enters maintenance requests from tenants, property managers, and maintenance staff (AppFolio software).
Maintains accurate electronic records, databases, SharePoint libraries, and property management systems.
Organizes and validates information to support reporting, compliance, and operational decision-making.
Ensures a tidy and organized workspace.
Drafts, formats, and proofreads documents, reports, presentations, and other materials, ensuring accuracy and adherence to formatting guidelines.
Serves as a point of contact for internal and existing stakeholders, communicating effectively and professionally via phone, email, and in-person interactions.
Prepares meeting agendas, takes minutes, and distributes materials as required; follows up on action items and ensures timely completion of tasks.
Provides administrative support for various projects, including commercial lease administration, independent contractor agreements, vendor insurance compliance, report distribution, research, coordination, process documentation, and workflow improvement initiatives.
Collaborates with team members to ensure project objectives are met.
Performs general administrative tasks, such as filing, scanning, copying, and faxing.
Handles incoming and outgoing mail and packages.
Assists with the bi-weekly collection of commercial mileage reports and submits them for approval.
Demonstrates Company Core Values.
Interacts well with others.
Other duties as assigned.