Administrative Assistant

The Administrative Assistant’s main function is to assist the CEO & CFO with assigned tasks and is accountable for various tasks related to multiple departments within the company by performing essential job functions . This position will support several key departments: Real Estate Development, Construction, and Property Management Operations.

RESPONSIBILITIES

The Administrative Assistant is accountable for providing support services to both the CEO and the CFO. This includes, but is not limited to, the following:

• Handle phone calls, emails, and other correspondence associated with Construction, Development or Property Management as necessary. This interaction could be with project architects, engineers and field staff, as well as property management staff, vendors and the accounting department.
• Assisting the CEO and CFO with calls, emails, internet research, preparing of documents.
• Establish business relationships with all key vendors, attorneys, realtors, contractors, clients, and customers. Must have the ability to interact in a professional manner.
• Maintain an effective communication network among field staff, contractors, Construction and Development team.
• Maintain electronic and hard copy storage of all legal, entity and real estate documents.
• Administrative side of real estate transactions: check files for completion and accuracy, enter listings in listing services, update listings with status changes, transaction coordination for closings.
• Schedule, organize, and arrange meetings as directed.
• Produce, edit, and/or format various computer-generated documents and correspondence as directed.
• Digitally file all official correspondence materials pertinent to property management/construction. Some hard-copy documents have to be retained and filed.
• Retrieve and file all necessary physical construction documents as needed.
• Assist in the process of monitoring construction vendor invoices.
• Assist in various real estate transactions, sales, acquisitions and loan closings.
• Run errands as necessary for project related items; submitting project documents to cities/township, record legal paperwork (i.e deeds or other recordable documents).

Work Experience:

• Previous experience as an Administrative Assistant, property manager, or similar role is preferred.

Education:

• High School Diploma or Equivalent is required.
• Degree(s)/certifications or equivalent informal education relating to property management - such as leasing or tenant relations is desired but not required
• Proficiency in Microsoft Suites (I.e. Excel, Outlook, Word, Powerpoint)

Core Competencies:

• Strong attention to detail, accuracy, strong organizational, and planning skills.
• Good communication and interpersonal skills.
• Ability to work independently and in a team environment as needed.
• Ability to handle multiple tasks and prioritize effectively.