Community Services Assistant - Responsible for supporting the Community Services Department with administrative responsibilities, coordinating office organization and supplies, assisting Event Coordinators, and supporting the CS Director on assigned tasks and special projects. This role requires strong organizational skills, excellent verbal and written communication skills, must be a self-starter with high energy, ability to occasionally travel to various locations within the region and deliver on our mission of providing exemplary service in accordance with Lincoln Military Housing’s customer satisfaction standards.
Essential Duties/Responsibilities (but not limited to)
Customer Service- Provide excellent communication in a timely manner to customers (vendors and military families). Maintain polite and professional communication via phone, e-mail, and mail. Greet and assist walk-in customers and other LMH staff members. Screen phone calls and route callers to the appropriate party.
Office Coordination –Support office operations with maintaining office appeal, office supplies, oversight of copier and maintenance, coordinate office maintenance requests, emergency kits and plans, work vehicle supplies and maintenance, manage mail (receive, distribute and send), and open and close the office with securing the building.
Event Support- Assist Event Coordinators at various events during the year with in office tasks, event set-up and tear down, and working at the event. Support with coordination of event supplies and ensure everything is in stock and organized for department team members to use.
Community Building Reservations- Book reservations for the Community Services building with completing and reviewing the standard reservation form with military residents. Perform pre-event and post-event inspections, collect security deposits, send reservation reminders, manage the reservation calendar, and maintain community reservation records.
Record Keeping- Maintain accurate records and submit required items by deadlines. Ensure all binders and files are properly maintained per department standard and kept updated at all times in paper form and on the shared drive.
Accounting Support - Review and process department invoices in Yardi Payscan software, create purchase orders (PO’s), receive and distribute vendor checks. Work closely with accounting department to process refund checks, stop payments, and vendor input forms.
Department Support – support with overall department initiative, assist with event element creations, participate in cleaning/organization days, distribute monthly community newsletter, make travel arrangements, perform vendor certification to include in-house event contracts, and collateral duties as assigned.
Director Support- support the Community Services Director with special projects, special events, staff appreciation events, and other projects as assigned to include requesting quotes from vendors.
Participate in and attend various department or regional meetings, seminars, industry trainings, and other work-related functions.
Complies with all OSHA safety regulations, local applicable laws regarding health, safety or environmental, Fair Housing and LMH Standard Operating Procedures and Policies.
Position requires 1-3 years’ experience in the administrative field.
Certificate in business management, administration or related field is preferred.
Excellent customer service, problem-solving, decision-making, multi-tasking, and communication skills.
Solid computer skills required. Proficiency in using Microsoft Office, Google applications including GMAIL, Adobe, and Publisher. Experience in using Yardi Payscan software preferred.
Experience with and understanding of proposals, contracts and invoices.
Effective written and verbal communication and interaction skills with internal/external customers to sufficiently exchange or convey information and to give and receive work direction.
Ability to be a positive team player and contribute to the team environment in an effective and positive manner.
Ability to work in a fast-paced environment, effective time management, ability to balance multiple tasks and projects, prioritize and complete assigned duties to ensure operational and event objectives and goals are achieved.
Must possess a positive and professional demeanor in all interactions, under all circumstances. High degree of flexibility, reliability, and ability to work under pressure.
Ability to be self-reliable and take initiative and ownership with assigned tasks and responsibilities.
Ability to operate a motor vehicle (valid license required).
Must be able to work an occasional night or weekend to support an event.
Physical Requirements and Working Conditions
Ability to safely and successfully perform the essential job functions consistent with ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.
The position requires mobility within the office and the ability to operate a computer, phone and other office machinery.
Position requires bending and lifting. May require climbing stairs, moving of boxes/bins, walking, loading and unloading vehicles, pushing/pulling of carts, and standing for long periods at a time at events.
Must be able to deal with a fast-paced, constantly changing work environment, including handling multiple tasks on a daily basis.
Ability to lift up to a maximum of 50lbs.
Ability to work indoor and outdoor in all weather conditions as assigned for community event support.
Position requires use of personal/company vehicle, ability to travel to multiple locations, must have valid driver’s license.
Ability to travel to other regional locations for work, training, meetings and other work-related activities.
Must be able to fulfil the performance standards of this position and comply with policies, rules and procedures of the company, including those set out in the Employee Handbook or otherwise communicated (verbally or in writing) to employees.
About Lincoln Military Housing
Lincoln Property Company was founded in 1965 as a developer and manager of high-quality residential communities. Their national reputation for successful management of their own properties quickly attracted a large client base of owners and investors who recognized the value that they could provide in development, property management and real estate consulting services, so they added third party management to their lines of service.
Lincoln Military Housing (LMH) was formed in 2001 through a Department of Defense (DoD) contract with parent company Lincoln Property Company. The mission has always been to increase the quality of military housing for our nation's servicemen and women. Since its inception almost 15 years ago, Lincoln Military Housing now provides more than 36,000 family homes for military members across the US. Lincoln Military Housing not only provides professional property management and 24-hour maintenance services, the company prides itself in providing community building activities free to all residents. Lincoln Military Housing is available for members of the Army, Air Force, Navy and Marines as well as Coast Guard and National Guard.
In making applicati...on for employment, you authorize LMH to make an investigation of your employment and personal history including conducting personal and employment-related references with former employers, neighbors, friends or others with whom you are acquainted. You understand that any subsequent offer of employment will be contingent upon the satisfactory completion of a more extensive background check occurring post offer. If you are extended an offer of employment, you must authorize LMH to conduct such further investigation including, but not limited to, a post-offer drug screen, a criminal background and credit check through investigative and/or credit agencies or bureaus of LMH's's choice.