As our Administrative Assistant you will provide administrative support to our busy Development and Construction team providing direct assistance to executive team members and supporting operations through execution of tasks related to draw administration, contract administration and office services.
Deploying your expertise with the suite of MS Office products, organization and time management skills, you work will contribute directly to smooth administrative operations for our office and team.What You’ll Do:Provide administrative support and services essential to the mission of the Company and the day-to-day operations of Construction and Development teams.Provide General Administrative support, including:Providing administrative support to Vice President of Construction and/or other executive level employees as needed.Planning and coordinating meetings and schedules.Coordinating correspondence, organization and completion of reports and other documents.Provide Draw Administration process support, including:Assisting with monthly draw package including assembling electronic copies of all draw invoices and waivers from previous draw period.Scan and file invoices.Scan and file draw checks, mail to vendors.Assemble monthly reports.Provide Contract Administration support, including:Assisting Contract Coordinator with distribution and follow-up on subcontracts, purchase orders, and change orders.Gathering, monitoring and entering subcontractor certificates of insurance.Maintaining Contract and Waiver Logs.Setting up new vendors into Timberline and maintaining vendor files.Office Services coordination and support, including:Answering and routing incoming phone calls in a positive, professional manner.Ensuring front office and conference room(s) are maintained in top form so that guests and visitors feel welcomed and that the environment is professional.Opening and closing office for regular business hours (8:00 a.m.
to 5:00 p.m.).Ordering supplies for the corporate office and jobsite offices; maintaining copy room including office supply storage area.Ensuring that office equipment is maintained and in operable condition.Distributing incoming mail & packages.Maintaining office records and filing systems both hard files and electronic.Maintaining accurate lists of all computer equipment, digital cameras, cell phones, printers, fax machines, etc.
located in office and job site offices.Maintaining office calendar.Coordinating company events.Coordinating office parking.Processing Expense Reports, weekly project and overhead invoices.Coordinating with Building Management, as needed.What You’ll Need to Succeed:High School diploma.Prior administrative support experience in real estate development, construction, finance or a related field.Excellent software skills including Excel, Word, PowerPoint, Adobe Professional, and OutlookExemplary customer service and excellent communication skillsExcellent organization skillsHigh degree of confidentiality and trustworthinessAttention to detail and follow-up skillsAbility to multi-task and change focus quickly to accommodate service needs of associates and office guests.