Job Description:

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 is responsible for administrative and operational support for Property Management Office and functions as frontline contact with external and internal customers, tenants and vendors. 
This role plays a key part in maintaining the reliability and performance of our buildings, creating safe, functional environments for tenants, clients, and patients.  Key responsibilities may include, but are not limited to:

• Retrieving and routing incoming calls in a professional manner and provides customer service assistance as appropriate

• Dispatching and tracing routine work orders to maintenance and janitorial staff

• Coordinating vendor/contractor services as appropriate

• Maintaining service agreements and assure tenant and vendor certificates of insurance meet all requirements

• Maintaining and monitoring key control and vendor/contractor access

• Establishing and maintaining all files, records and databases (e.g., tenants/leases, vendor contract files, maintenance records, certificates of insurance, management reports, etc.)

• Composing routine professional correspondence using accurate spelling and word usage

• Assisting with lease administration: lease preparation and review, collections, move-in/move out procedures, tenant improvement coordination, tenant relations, event coordination, etc.

• Assisting 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.

• Assisting with property inspections as assigned

• Responding to emergency situations in accordance with appropriate policies & procedures

• Adhering to all safety standards, policies & procedures, and codes of conduct

• Reporting all pertinent events and activities to Management

• Assisting with the implementation of ongoing quality improvement programs

• Performing 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

• Entry level - 2 years’ experience as an administrative assistant

• Must be located in Indianapolis, IN 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

• Must be legally authorized to work in the United States without need for employer sponsorship now or in the future

Why Choose Lillibridge

• Competitive pay and performance-based incentives

• 90% employer-covered health insurance

• 401(k) with company match

• 20 days of PTO to start + 11 paid holidays

• Stable, long-term career growth with a trusted national leader

The estimated base salary range for this position $26/hour - $31/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.