Northland Management Corporation is seeking a full-time Administrative Coordinator for a small company who specializes in commercial real estate development and property management. Applicant must have a reliable vehicle and valid Maine driver’s license.

COMPANY OVERVIEW

Northland Management Corporation is a property management and commercial real estate development firm based in Portland, ME which manages a diverse portfolio of commercial properties spread throughout Maine along with developing new and existing commercial properties.

Our primary focus is ensuring that our tenants and clients have safe, clean, and comfortable places to do business and are provided the highest quality service from our staff. Please visit our website to learn more about our company culture at www.northlandus.com.

For immediate consideration, please apply to Brad Fries (brad@northlandus.com) with your resume and cover letter in word document or pdf format.

POSITION OVERVIEW

The Administrative Coordinator is to provide administrative support to the entire company to ensure efficient organization and communication in the areas of: basic accounting, office operations, property maintenance support, marketing support, document organization/filing, and special projects support.

ESSENTIAL JOB FUNCTIONS:

General Administrative Support

Provides general support to visitors
Collects and distributes mail
Produces and distributes correspondence
Processes mass mailings
Orders office supplies and maintains inventory
Maintains regular, predictable and reliable attendance
Maintains excellent communication and fosters a collaborative working environment with all vendors, contractors, tenants, and employees
Follows all company policies
Places an emphasis on safety, efficiency, quality and productivity
Performs related work as required
Maintains a filing system focused on property service contracts and related documents
Assists in special projects
Assist Asset Manager with organization and structure of maintenance activity monitoring
Assist Asset Manager with compilation of monthly financial reporting
Support Director of Property Services & Asset Manager with property maintenance contracts
Maintain complete confidentiality with company data and materials.

Accounting Support

Assist in preparing or posting deposits, bringing deposits to banks
Assist in setting up tenant accounts with recurring charges and lease end/notice dates
Assist in coding or entering payables
Preparing or mailing checks to vendors
Assist with preparing or mailing 1099s annually
Appropriate physical and electronic retention of documents for tax preparation and audits
Assist Asset Manager with organization and structure of maintenance activity monitoring
Assist Asset Manager with compilation of monthly financial reporting
Filing monthly bills and miscellaneous documents
Setting up property files at the new year and packing up prior year files
Above tasks may involve:
Phone contact with tenants or vendors
Letter writing
Maintaining copies of electronic files as required by any staff members

Marketing / Development Support

Maintain and update information on company website and social media platforms.
Collaborate with development team to devise a schedule and topics for social media outbound messaging and execute once finalized.
Monitor in-bound messaging and respond with input from development team.
Collaborate with Development team to explore alternative methods to reach potential tenants, investors, and property owners to assist in sourcing deal flow and lease prospects.
Creation of comp and lease expiration database using data from the following sources:
Previous deal offering materials
Previous Northland deal appraisals
Maine Biz weekly done deal database
Tax cards / public information
PPH weekly real estate section
Cataloging, scanning and culling of dead deal files
Tracking potential tenant growth and notable growth and financial strength
Assist in asset management reporting
Create new deal investment teasers
Assist in the creation of offering memorandums
Assist in the creation of bank memorandums
Branding/marketing efforts for new projects and Northland in general
Assist with social media management

KNOWLEDGE/SKILLS:

Significant knowledge/experience with Microsoft Office
High level of knowledge and ability to use English grammar, punctuation, and spelling
Knowledge of basic mathematical calculations
Excellent organizational skills
Report preparation
Data compilation, including statistical calculations and tabulations
Technology proficient

ABILITY TO:

Use independent judgment, problem solve and collaborate in order to accomplish tasks
Perform administrative tasks that require a high level of accuracy and attention to detail
Communicate professionally and effectively, both orally and in writing
Establish and maintain effective working relationships with co-workers, clients, vendors, and the public
Edit letters, memos, technical reports, and other documents
Compose general business correspondence, announcements, presentations and publications
Operate a variety of computer software applications, including Microsoft Office Word
Work independently, prioritize work and meet deadlines
Maintain confidentiality and deal with sensitive information
Make timely and appropriate decisions in the scope of assigned work
Provide a high level of customer service to both internal and external customers
Work cooperatively with others to achieve results, valuing other’s input and expertise; acknowledging other team member’s concerns and contributions and supporting team decisions

MINIMUM REQUIREMENTS:

Experience and Education/Training:

Bachelor’s degree preferred
High School diploma or equivalent with administrative course work minimum requirement
Three (3) years’ related experience or any equivalent combination of education and experience

WORK ENVIRONMENT/PHYSICAL DEMANDS:

This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers/scanners, filing cabinets, and fax machines.

While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

BENEFITS OF WORKING AT NORTHLAND:

We offer a comprehensive benefits package that includes:

- Health insurance: Medical, dental, vision

- Paid sick and vacation time

- Short/long term disability

- 401k with employer match

Northland Management Corp

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