Admin Assistant I - Construction + Development

POSITION SUMMARY:

Provide general administrative support to Construction+ Development teams. Facilitate communication between internal contacts, insurers, vendors, and tenants. This is a collaborative position and will require people skills to coordinate between people and departments. You will be supporting 3 Vice Presidents, a Project team, and a Quality Team. The person will provide general administrative support to Construction+ Development teams. Facilitate communication between internal contacts, insurers, vendors, and tenants.

ESSENTIAL FUNCITONS:

1.General Administrations -

• Performs administrative responsibilities including (but not limited to): screening and directing communications, creating correspondence, maintaining filing system, scheduling meetings, binding marketing materials, ordering blueprint and/or leasing materials, mailing overnight packages, and maintaining office calendar.

• Assist in projects, such as electronic data management, tenant events, archiving of documents, etc.

2.Development Assistance with Country processes (Bonds & Permits) -

• Track all bonds and permits from various counties for renewal.

• Work with development, accounting, and treasury to ensure payment is processed and signatures for various applications are completed.

3.Accounting & Contracts -

• Assist with processing, coding, scanning, and tracking invoices/ requisitions for review and approval for asset management, construction/design services and operations.

• Research invoices and follow up with vendors as needed.

• Fill in information provided by project manager onto the contract form provided by the legal department.

• Follow up with vendors to ensure contract is executed in a timely manner.

4.Meeting Coordination -

• Coordinate, organize and set up meetings/calls with employees, agents, insurers, tenants, vendors, etc.

• Coordinate the set up of the meeting room including food & drink.

• Coordinate internal meetings and keep share point document up to date.

• Follow up on tenant requests.

SECONDARY RESPONSIBILITIES:

• Provide assistance to other department personnel and back up support as needed.

• Perform other job-related duties as assigned.

QUALIFICATIONS:

Education -

• High School Diploma or equivalent.

• College coursework or degree preferred.

Professional Experience -

• Minimum of two years of administrative experience required.

• Commercial Real Estate experience preferred.

Computer Skills -

• PC proficiency to include (to include but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software.

• Ability to adapt to new or changing software programs.

Mobility - N/A

Other Requirements -

• Ability to organize and prioritize work to meet deadlines.

• Ability to initiate and follow through on work independently.

• Working knowledge of Microsoft Suite including Excel, Word, Outlook Calendar required. Experience with Microsoft Project and Webex preferred.

• Excellent proofreading skills.

• Excellent written and verbal communication skills and a strong phone presence. Ability to handle internal and external calls.

• Proficiency with office equipment.