Office & Maintenance Assistant

LINE Partners • Lincoln, NE

5d

About The Position

The Office & Maintenance Assistant coordinates the daily work order process, including reviewing and assigning open work orders, following up with the maintenance team, monitoring completion, communicating with internal teams, and verifying that required work order information is complete. The role oversees timely completion of maintenance requests, labor and material invoicing, and maintenance on-call and holiday scheduling.

The position also supports office administration by responding to general inquiries, handling elevated resident concerns and follow-up, scheduling, and completing opening and closing duties. It helps create a welcoming environment for visitors, vendors, and employees; manages the designated email inbox and incoming and outgoing mail; coordinates with the answering-service vendor alongside leadership; processes invoices, checks, receipts, and bank deposits; and manages office supplies. Other duties may be assigned.

Requirements

• High school diploma or equivalent.
• Excellent verbal and written communication, interpersonal, and customer service skills.
• Excellent organizational and attention-to-detail skills.
• Strong time-management skills and a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and function well in a fast-paced and sometimes stressful environment.
• Proficiency with Microsoft Office Suite and AppFolio or other industry-related software.
• Ability to work without supervision in a small office environment.
• Ability to take initiative and complete project assignments independently and on time.
• Ability to perform each essential duty satisfactorily, with reasonable accommodations available for individuals with disabilities.
• Ability to sit for prolonged periods and work on a computer.
• Ability to lift up to 25 pounds at times.

Nice To Haves

• Knowledge of the commercial real estate industry.
• Previous office coordination experience.

Responsibilities

• Oversee the daily work order process, including following up with the maintenance team, monitoring work completion, communicating with internal teams, and verifying required work order information.
• Review, assign, and follow up on open work orders to ensure completion and acceptance within client guidelines.
• Oversee timely completion of maintenance requests.
• Oversee labor and material invoicing.
• Manage and coordinate maintenance on-call and holiday scheduling.
• Perform administrative team tasks, including answering general inquiries by phone, responding to elevated resident concerns, following up, scheduling, and completing office opening and closing duties.
• Create a warm and welcoming environment for visitors, vendors, and employees.
• Maintain the designated email inbox.
• Manage incoming and outgoing mail services, including sorting and administering daily mail, deliveries, and couriers.
• Manage the answering-service vendor relationship in coordination with leadership.
• Scan and attach invoices and checks in AppFolio and ensure information is assigned to the correct general ledger codes.
• Receive checks, post receipts, and prepare and run bank deposits.
• Manage and order office supplies.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED