Administrative Assistant

Lillibridge Healthcare Services is a wholly owned subsidiary of Ventas, delivering property management and leasing excellence with an outstanding record of tenant satisfaction. Lillibridge manages more than 22 million square feet of outpatient medical space across 36 states, providing prime medical office spaces to health systems and physicians seeking to expand their reach and deliver value to their communities.

About the Role

The Administrative Assistant Provides administrative and operational support for Property Management Office and functions as frontline contact to external and internal customers, tenants and vendors.  Applicants should have experience with property management and real estate accounting software. 

Key responsibilities include:

• Retrieves and routes incoming calls in a professional manner and provides customer service assistance as appropriate
• Dispatches and tracks routine work orders to maintenance and janitorial staff
• Coordinates vendor/contractor services as appropriate
• Maintain service agreements and assure tenant and vendor certificates of insurance meet all requirements
• Maintains and monitors key control and vendor/contractor access
• Establishes and maintains all files, records and databases (e.g., tenants/leases, vendor contract files, maintenance records, certificates of insurance, management reports, etc.)
• Composes routine professional correspondence using accurate spelling and word usage
• Assists with lease administration: lease preparation and review, collections, move-in/move out procedures, tenant improvement coordination, tenant relations, event coordination, etc.
• Assists with financial operations: reviews and codes invoices for payment, prepares timesheets for approval, monitors rental deposits, prepares, and monitors purchase orders and contract documents, compiles data for annual budgets, etc.
• Assists with property inspections as assigned
• Responds to emergency situations in accordance with appropriate policies & procedures
• Adheres to all safety standards, policies & procedures, and codes of conduct
• Reports all pertinent events and activities to Management
• Assists with the implementation of ongoing quality improvement programs
• Performs all general office duties and special projects as required
• Other duties and special projects as assigned

Qualifications

• High school graduate or equivalent, College degree preferred
• 2 - 3 years’ experience as an administrative assistant
• Must be located in Appleton, WI or surrounding area or willing to relocate for the duration of employment.
• Must be in office, on site, 5 days a week
• Advanced computer skills using MS Office applications (Word & Excel a must)
• Demonstrated proficient knowledge of and experience with accounting principles & practices
• Property management software experience a plus
• Strong communication and customer service skills (oral & written) to promote positive client/ tenant relations
• Ability to exercise prudent judgment in the absence of supervisory personnel.
• Ability to organize and prioritize tasks to ensure accuracy and timely completion

Why people choose Lillibridge:

• Comprehensive health insurance with 90% premium covered by employer
• 20 days of PTO & 11 paid holidays annually
• Retirement benefits with employer match
• Employee stock purchase plan
• Fun, passionate and skilled co-workers

The estimated base salary range for this position is $26/hour– $30/hour. This range reflects a good-faith estimate of the base salary Ventas reasonably expects to pay at the time of posting. Actual base pay will be determined based on work location, skills, qualifications, relevant experience, and business needs.

In addition to base salary, this role is eligible for discretionary incentive compensation and a comprehensive benefits package, which includes medical, dental, vision, retirement savings, paid time off, and other wellness benefits under applicable plan terms

Lillibridge offers a competitive compensation and benefits package to the successful candidate.

Lillibridge is an Equal Opportunity Employer.

Lillibridge does not accept unsolicited resumes from staffing agencies, search firms or any third parties.