Community Services Administrative Assistant - Responsible for supporting the department with administrative responsibilities, coordinating office organization and supplies, and supporting the CS Director on assigned tasks and special projects. The position supports with being a “super” admin for the registration website system. The position is the back-up for the Newsletter Editor and supports on assigned tasks with the newsletter process. The CS Administrative Assistant role and support is crucial in the success of the CS Department and delivering on Lincoln’s mission of providing exemplary service in accordance with Lincoln Military Housing quality customer satisfaction standards.
Essential Duties / Responsibilities
Operational / Administrative:
Costumer Services Focus - Support with the first impression of the department with excellent customer services skills to our customers (vendors, military families, Lincoln employees, etc.). Provide excellent communication including professional phone and email skills to provide. Answer and screen phone calls and assist as needed.
Office Coordination – Support office operations and ensure the office is stocked and items are being tracked at all times. Plan ahead to ensure during busy times office still runs smoothly. Operations include: maintaining office supplies, oversight of copier and maintenance, coordinate office maintenance requests, IIPP items, emergency kits and plans, van supplies and maintenance, manage the mail and Fedex / UPS.
Event Supply Coordination – Support with coordination of event supplies and ensure everything is in stock and organized for department team members to use. Supplies include: various employee shirts, first aid, kwik covers/tablecloths, etc.
Department Projects and Communication – Support with department communication and be the liaison on assigned tasks and items, (i.e. CS Connection, Incentive Program, Welcome Books, Newsletter)
Marketing Coordination- design and support marketing plans and materials to market events and programs (ie flyers, website content, social media content, newsletter inserts, banners, posters, email, event photography, event registration management).
Event Support – Support at various assigned events during the year either with in office tasks or working at the event.
Meeting Support – Support meeting coordination and assigned tasks.
Budget Management – Oversee, review, and process assigned accounting and financial matters based on assigned budgets. (i.e. processing Payscan, PAF’s, budget review and approvals, invoicing / PO’s, budgets)
Record Keeping – Maintain accurate records and submit required items by deadlines. Support with checking items are complete by deadlines (i.e. BMI, website documents, stats, recaps, staff sign-in sheets, photos)
Time Manager – Develop time blocking processes that are effective to meet expectations, timelines, and support good communication and flow of the vendor and accounting processes.
Communication Coordination – Provide excellent communication in a timely manner to customers (vendors, co-workers, and the CS Director) with the purpose of setting others up for success to ensure their success.
File Organization – Ensure all binders and documents are properly maintained per department standard and kept updated at all times both online and in paper form. Ensure administrative paperwork is accurate, complete and reviewed/submitted by deadlines.
Department Support – Support with overall department initiative, event element creations, cleaning/organization days, and other assigned items.
CS Director Support – Support with special projects, special events, appreciation events, and other assigned items.
Perform various Administrative and computer tasks, email communications, input of information/data into various software and information systems. (i.e. Payscan, Yardi, Word, Excel, Publisher, Indesign, Streampoint Registration Website)
Contribute to a safe and secure environment, reporting potential safety hazards and adhering to all company safety policies, practices and regulations.
Comply with all federal, state, and local applicable laws, including Fair Housing, OSHA safety regulations, local applicable laws regarding health, safety or environment, and LMH Standard Operating Procedures and Policies.
Skills / Qualifications
Position requires a minimum of 1-3 years’ experience in the administrative field.
Position prefers a degree, AA, or certificate in business management, administration or related field.
Must have skills in customer service, problem-solving, decision-making, multi-tasking, communication, and with high skills in organization and balance.
Ability to be a positive team player and contribute to the team environment in an effective and positive manner.
Ability to represent Lincoln and the Community Services Department professionally and with pride and passion.
Ability to be self-reliable and take initiative and ownership with assigned tasks and responsibilities.
Ability to work in groups on event committees and department projects and fulfill roles and responsibilities.
Experience with and understanding of budgets, proposals, contracts, and negotiation skills.
Effective communication and interaction with vendors, co-workers, management, and exchange or convey information to receive work direction.
Possess a positive and professional demeanor in all business interactions, under all circumstances.
Proficiency and working knowledge of personal computers: keyboard, internet search, email correspondence, math, Microsoft Office (Work and Excel), Publisher, InDesign, social media, and other software applications preferred (i.e. Yardi, Payscan, Streampoint). Technology savvy and a quick learner is a plus. Familiarity with use of digital camera preferred.
Ability to operate a motor vehicle (valid license and insurance required).
Must be able to work an occasional night or weekend to support an event. Must be able to balance personal and professional hours and expectations. Must be able to manage time within a workday. Must be able to plan time off according to department standard.
Must have effective time and task management skills.
Must have ability to exercise good judgment and use discretion / confidentiality when necessary.
Must have characteristics that match the company’s Core Values of communication, integrity, balance, commitment, respect, and empowerment and be mission focused.
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.
Ability to travel to other regional locations for work, training, meetings, and other work-related activities.
Position requires lifting up to 50 lbs. and moving of items during department cleaning or event organization of items.
Position requires ability for walking and standing for long period of times when on location for an event.
Position requires mobility within the office; use of computer and other office machinery such as a scanner and copy machine.
Must be able to deal with a fast-paced, constantly changing work environment, including handling multiple tasks on a daily basis.
Position requires use of personal and company vehicles.
Must be able to fulfill 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 writing) to employees, and the CS Departments SOP and other supporting documents and procedures.
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.