Administrative Assistant

Property management offices run on documentation, communication, and follow-through. Every lease, vendor contract, work order, and invoice that moves through a commercial or multifamily property has to be tracked, filed, and acted on correctly. The Administrative Assistant at Lincoln Property Company's Gainesville office exists to keep that machinery running so the Property Manager can focus on higher-order decisions rather than clerical detail.

What This Role Actually Involves

This is a full-scope administrative position inside a property management office, not a receptionist role with a fancier title. You'll handle phone support and correspondence, but you'll also code and input invoices into the accounting system, process incoming work orders against established procedures, and monitor expiration dates on service contracts, tenant leases, and insurance certificates. Letting a certificate of insurance lapse or missing a contract renewal date creates real liability, so the tracking side of this role carries genuine operational weight.

You'll maintain property, tenant, and vendor contact listings, assist with tenant communications including newsletters and appreciation events, and help prepare third-party documents, vendor contracts, and construction project documents as directed. There's also exposure to rent collections correspondence, which introduces you to the delinquency management side of property operations. The position is 100% in-office during standard business hours.

Skills Required vs. Skills You'll Build

Coming in, you need at least two years of office administration experience and solid command of Microsoft Office. The ability to read service contracts, policies, and procedural documents without hand-holding is essential. You'll also need comfort communicating with tenants, vendors, and supervisors in writing and in person, including the occasional complaint or inquiry that requires a composed, professional response.

What this role builds is different. Working inside a third-party management firm like Lincoln, you'll develop fluency in how commercial and multifamily properties are actually administered at the operational level. You'll learn how vendor contracts are structured, how invoices move through an accounting workflow, and how tenant files are organized to support audits and compliance reviews. Those skills transfer directly into Property Manager roles, lease administration positions, or asset management coordinator tracks.

• High School Diploma or GED required; Associate's degree or higher preferred
• 2+ years of office administration experience required
• Property management background preferred but not required
• Intermediate to advanced Microsoft Office Suite skills
• Strong written communication and interpersonal skills
• Basic analytical and math skills for invoice coding and reporting

Lincoln Property Company manages more than 680 million square feet of commercial space across asset types including multifamily, office, industrial, and mixed-use properties. That breadth means the administrative practices you learn here reflect institutional-grade standards, which carries real weight if you're building a career in property management or real estate operations.