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, ve... more details
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.
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