The Development Assistant provides administrative support to all members of the Development and Construction departments. This position is responsible for a variety of administrative duties including, but not limited to:
The Development Assistant must be very detail oriented and highly organized to effectively function in a fast paced and constantly changing environment. The Development Assistant must also maintain a professional and positive attitude with a focus on team work and collaboration across a variety of departments/regions.
AVERAGE % OF TIME
Administrative Responsibilities –
Reporting: Generate required reports, create custom client reports and run monthly financial reports for assigned communities (prelims & finals). Format Budget Reports, print, track sign-off pages and file final documents. Prepare binders for quarterly client meetings. Update departmental reports: Vendor List, Phone List, Property List, etc.as assigned.
Scheduling: Maintain calendars in Outlook for supervisors. Calendar team projects. Coordinate meeting invites, refreshments and facilities for group meetings. Book corporate travel according to company standards and in consideration of requestor’s preferences; reconcile Corporate credit accounts on a monthly basis. Arrange interviews and timetables.
Clerical: Compose and/or type routine correspondence; Mail distribution, copying, scanning and filing. Make copies and send outgoing faxes. Submit payroll reports upon request, facilitate approvals and forward to appropriate departments. Attend meetings to record minutes and distribute within 48 business hours. Order office supplies for department. Process expense reports and prepare vouchers for invoices, prepare hot check requests, maintain and reconcile department petty cash and obtain approvals and submit to AP for payment. New employee alert processing.
Customer Service: Answer telephone/email inquiries and provide information or route to appropriate manager using service recovery techniques when applicable. Assist properties and vendors in following up on payment inquiries.
Contract Responsibilities- Monitor contracts mailbox daily; log incoming contracts and record each stage in the Contract Tracking Log. Deliver contract to requestor within the 3 business day deadline. Follow each contract through to execution and filing. Process bulk contracts and change orders under guidance.
Additional Responsibilities (as assigned) – Create/update Excel spreadsheets to track information. Copy and prepare all checks for processing; log dispute letters and forward to appropriate manager; assist with other duties as requested. Data entry of audit reports; generate reports and review construction addendums on a monthly basis. Provide backup support for Receptionist breaks/lunch. Serve as back-up to the other administrative assistants as needed (including across regions). Request team member assistance or notify Manager when 90% work capacity is reached, as to not miss deadlines. Perform other functions and special projects as requested to facilitate the effective functioning of the department
Upholding Standards - Perform additional duties and handle projects as assigned by management; Achieve regular attendance in conformity with standards; Careful management of sensitive and proprietary information. Comply fully with all Prometheus Real Estate Group rules and regulations for the safe and effective operation of the Prometheus Real Estate Group’s facilities; Additional tasks as may be assigned from time to time by the Principal or others at the Principal’s direction; Occasional travel will be required based upon department needs.
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities: