Administrative Assistant

Job Description

Job Description

Division Summary: NP Dodge Management company specializes in the management of multifamily and commercial real estate, representing over 4,000 residential homes and 3.5 million sq. ft. of medical, office, retail and storage facilities across Nebraska and Iowa. With a legacy reaching back to 1855 — NP Dodge is known for our professionalism and time-tested management strategies that combine old-fashioned customer service with the latest technology.

Job Summary: To assist in company goal achievement by execution of the duties and responsibilities below. This position requires strong communication skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.

Essential Functions:

1. Demonstrates Company Core Values
2. Assist in the smooth operation of the office by managing incoming calls, emails, and correspondence. Maintain office supplies and equipment, and ensure a tidy and organized workspace.
3. Schedule appointments, meetings and conference calls for team members. Coordinate travel arrangements and prepare itineraries as needed.
4. Accurately input and maintain records, databases and files. Organize and categorize information for easy retrieval.
5. Draft, format and proofread documents, reports, presentations, and other materials. Ensure accuracy and adherence to formatting guidelines.
6. Serve as a point of contact for internal and existing stakeholders. Communicate effectively and professionally via phone, email and in-person interactions.
7. Prepare meeting agendas, take minutes and distribute materials as required. Follow up on action items and ensure timely completion of tasks.
8. Assist in providing support for various projects, including research, coordination and documentation. Collaborate with team members to ensure project objectives are met.
9. Provide administrative support for various projects, including commercial lease administration, independent contractor’s agreements, vendor insurance administration, report distribution, research, coordination and documentation. Collaborate with team members to ensure project objectives are met.
10. Assist with basic financial tasks, such as processing invoices, expense reports and reimbursements. Maintain accurate records of expenditures and receipts.
11. Perform general administrative tasks, such as filing, scanning, copying and faxing. Handle incoming and outgoing mail and packages.
12. Reasonable and reliable attendance and timeliness when reporting to work and completing work.
13. Interact well with others.
14. Other duties as assigned.

Education/Experience/Qualifications:

• High school diploma or equivalent.
• Associate's or bachelor's degree preferred.
• Prior administration, customer service or office experience. Property management or real estate experience preferred.
• Bilingual in Spanish preferred.

Required Skills / Abilities:

• Proficiency with Microsoft Office – Outlook, Excel, Word, and PowerPoint.
• Ability to complete Fair housing training within 30 days of employment.
• Strong customer service skills.
• Excellent communication and interpersonal skills.
• Ability to prioritize tasks, stay organized, manage multiple projects simultaneously with attention to detail, and meet deadlines in a fast-paced environment.

Special Demands/Physical Requirements:

• Small amounts of lifting, twisting, bending, sitting, standing, keyboarding, etc.
• Sitting or standing at a desk for long periods of time indoors.
• Eye and hand coordination for viewing of monitor screen and multiple reports along with high volume of keyboard use.

EEO Statement: NP Dodge Company is an equal opportunity employer and provides equal employment and advancement opportunities to all people without regard to race, color, religion, sex, national origin, age, marital status, political beliefs, disability, or history if disability (except where physical or mental abilities are a bona fide occupational qualification) and to promote the full realization of this policy.

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