Job description

General Administrative Duties

• Answer phones and ensure that phones are properly covered during office hours.

• Maintain inventory of office supplies; order building and office supplies as needed.

• Open and distribute mail.

• Oversee all matters related to office communication and equipment including office and mobile phone accounts, building radios, and copiers/scanners.

• Maintain a database / email distribution list of all tenant contacts

• Enter tenant work tickets in online work order system, dispatch to engineer, and follow up with tenants.

• Prepare memos and correspondence. As requested, proofread documents prepared by PM or Engineer.

• Review and code incoming invoices and give to Engineer to match with the Purchase Order (PO).

• Sort and deposit rent payments, and enter payments into the accounting software.

• Maintain lease, vendor and building files. Create new files as needed.

• Maintain the tenant security key card administration (Datawatch / Kastle). Issue and activate new key cards with proper tenant & PM approval. Update key card access lists periodically.

• Maintain all contact lists including Management office directory, Tenant Emergency and LPC Emergency Contact lists.

• Adhere to established deadlines so that all invoices and other AP/AR functions are processed timely.

Lease Administration

• Review and “abstract” new tenant lease agreements to prepare for transmittal to building owner. Input all pertinent information into the Accounting and Management system for billing and tracking purposes. Manager to approve with signature.

• Input contracts, lease dates, billing information, insurance dates, and all other data for generation of monthly reports which track receivable information.

• Order new tenant suite signage / lobby directory, coordinate move-in activities, and coordinate tenant welcome gift.

• Generate monthly insurance expiration reports of tenant’s insurance policies. Review to ensure that all COIs are current and that proper additional insured requirements are maintained. Contact tenant if COI is expiring or additional insureds are incorrect.

• Compile and maintain complete lease files on all tenants including tenant move-in information and accounting correspondence.

• Maintain original lease agreement and amendment documents in a fire-proof cabinet in Management Office.

Monthly Reports

• Prepare month-end accounting “closing reports,” present to PM for signed approval, and deliver to the property management accounting.

• Run all audit trail accounting reports for the month-end close and save on the LPC network.

• On a monthly basis, review the Expense Distribution Report or current month general ledger to determine if any invoices were miscoded and need to be reclassed prior to the end of the month.

• Assist in the preparation of month end accruals and with researching expense variances to determine the variance report explanations.

• Assist with monthly and quarterly client reports to include variance comments, capital variances, and executive summary updates.

Job Type: Full-time

Pay: $45,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Experience level:

• 1 year

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Hamden, CT 06518: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

License/Certification:

• Driver's License (Preferred)

Work Location: In person

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