Administrative Assistant

Job Description

Job Description

NP Dodge Management Company was named 2025 Property Management Company of the Year!! Come join the best team!!

Division Summary: NP Dodge Management company specializes in the management of multifamily and commercial real estate, representing over 4,000 residential homes and 3 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.

Division Summary: NP Dodge Management company specializes in the management of multifamily and commercial real estate, representing over 4,000 residential homes and 3 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: The Administrative & Billing Assistant is responsible for supporting the daily operations of the Property Management division through administrative coordination, tenant and vendor communication, maintenance and billing administration, document management, and project support. This position plays an integral role in ensuring accurate records, timely service delivery, and exceptional customer experiences while supporting the overall performance of the property management division.

Essential Functions:

1. Demonstrates Company Core Values.
2. Assists in the smooth operation of the office by managing incoming calls, emails, and other correspondence. Addresses routine inquiries, and escalates messages as appropriate.
3. Manages the commercial work order billing process, ensuring accurate expense coding, invoice preparation, timely billing, documentation retention, and compliance with lease requirements and accounting standards.
   1. Codes work order expenses accurately to properties, cost centers, and CAM (Common Area Maintenance) categories in accordance with lease terms and accounting standards.
   2. Maintains detailed work order records and billing documentation to ensure compliance.
   3. Enters maintenance requests from tenants, property managers, and maintenance staff (AppFolio software)
4. Maintains accurate electronic records, databases, SharePoint libraries, and property management systems. Organize and validate information to support reporting, compliance, and operational decision-making. Ensure a tidy and organized workspace.
5. Drafts, formats and proofreads documents, reports, presentations, and other materials. Ensures accuracy and adherence to formatting guidelines.
6. Serves as a point of contact for internal and existing stakeholders. Communicates effectively and professionally via phone, email and in-person interactions.
7. Prepares meeting agendas, takes minutes and distributes materials as required; follows up on action items and ensure timely completion of tasks.
8. Provides administrative support for various projects, including commercial lease administration, independent contractor agreements, vendor insurance compliance, report distribution, research, coordination, process documentation, and workflow improvement initiatives. Collaborates with team members to ensure project objectives are met.
9. Performs general administrative tasks, such as filing, scanning, copying and faxing. Handles incoming and outgoing mail and packages.
10. Assists with the bi-weekly collection of commercial mileage reports and submits them for approval.
11. Reasonable and reliable attendance and timeliness when reporting to work and completing work.
12. Interacts well with others.
13. Other duties as assigned.

Education/Experience/Qualifications:

• High school diploma or equivalent; Associate’s degree preferred.
• Prior administrative, customer service or office experience. Property management or real estate experience preferred.
• Prior billing, invoice, document management or related experience.
• Bilingual in Spanish preferred.

Required Skills / Abilities:

• Proficiency with Microsoft 365 applications including Outlook, Excel, Word, Teams, SharePoint, and PowerPoint.
• Ability to manage digital documents, workflows, and records utilizing SharePoint and cloud-based collaboration tools.
• Demonstrates curiosity and adaptability in learning new technologies, automation tools, and AI-enabled business applications.
• 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.