Crow Holdings Carlsbad , CA 92008
Posted 1 week ago
Position Summary
Trammell Crow Residential seeks an energetic and enthusiastic Administrative Assistant to support the Carlsbad, CA office. The ideal candidate demonstrates initiative, creativity, and has strong attention to detail.
Primary Responsibilities
Oversee day-to-day office operations, including but not limited to purchasing office and kitchen supplies, answering phones, greeting visitors, processing mail and deliveries, maintaining a clean and orderly office
Support construction sites with utility accounts, technology updates and supply ordering
Prepare, submit, and track Executive expense reports
Manage multiple calendars, tasks, email communication, meeting minutes, and travel arrangements
Event coordinator including office celebrations for birthdays and holidays, project groundbreakings, and team building events
Serve as liaison with corporate Business Technology team, ensuring office is up to date with processes and software, managing technical equipment in shared spaces, and assisting new and current employees with device set-up and troubleshooting
Assist accounting department with overhead expense tracking and payable filing
Prepare documents including drafting correspondence, presentation, and report packaging (including graphics, charts, and graphs). Maintain department documents by scanning and organizing folder structures in accordance with document retention procedures
Provide daily support for office and perform additional tasks and special projects as assigned
Responsible for maintaining the culture of the office by creating opportunities to keep employees engaged and connected including organizing annual community service projects
Keep office directory up to date as well as monthly calendar and newsletter
Liaison with corporate HR department for onboarding of new hires, distributing anniversary and new hire gifts
Desired Skills & Experience
3+ years of administrative experience, previous experience in Real Estate Development or Construction office preferred
Experience making travel arrangements to coordinate airlines, hotels, and ground transportation
Highly proficient in MS Office, including using Outlook to manage multiple calendars and contact lists
Intermediate proficiency in Excel with ability to create tables; intermediate to advanced proficiency in PowerPoint to produce polished presentations
Experience with Procore and Bluebeam a plus
California Notary Public a plus
Excellent time management and organization skills; polished professional presence and outstanding communication skills, able to adapt quickly as well as take initiative
Extraordinary interpersonal skills; collaborates effectively with internal business groups and external partners
Confidential, empathetic, and diplomatic in all interactions; demonstrates flexibility and good instincts
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