• Development (Construction) Assistant

    Location US-CA-San Mateo
    Posted Date 3 weeks ago(5/31/2018 12:22 PM)
    Job ID
    2018-4121
    Property Name
    The Home Office
    Category
    Administrative - Assistant
  • Position Purpose

     

    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:

     

    • Scheduling – Oversee and manage a variety of schedules (including conference calls, onsite and offsite meetings), set-up and coordinate conference room availability, coordinate travel arrangements for managers
    • Accounting – Execute contracts, process invoices, update tracking spreadsheets, generate reports, and input data  and operate in the construction budget software
    • Development/Construction Admin – Administer contracts, coordinate projects needs and schedules with various city staffs, consultants, vendors, general contractors, and on-site staff
    • General Administrative Support – Provide development and construction managers with a top-level of clerical and customer service (including the creation or printing of special documents, answering phone or email inquiries, assisting with special projects, etc.)
    • Multi-tasking - Ability to take direction from multiple managers on multiple projects and maintain open communication to determine priorities.
    • A Proactive, Self-starter. - Have the ability to complete multiple tasks with little direction and see things through until the end. 

    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.

     

    Essential Functions

    AVERAGE % OF TIME

     

     

    20%   

    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.

     

     20%   

    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.

     

    30%   

    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.

     

     20%

    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

     

    10%   

    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.

     

    Required Qualifications, Skills, And Experience

     

    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:

     

    • High school diploma or general education degree (GED). Bachelor’s degree preferred.
    • Two to three years experience in administrative assistant related positions. Prior property management, construction, or development experience preferred.
    • Ability to read and interpret documents such as safety rules, operating instructions and procedure manuals and write routine reports and correspondence.
    • Must be able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
    • Ability to read, analyze and interpret complex documents.
    • Effectively present information and respond to questions from groups of managers, clients, residents, and the general public.
    • Must possess basic computational skills; add, subtract, divide, and multiply. Must have the ability to compute rate, discounts, interest, and commissions.  Must be able to prepare and analyze data figures and transcriptions generated by a computer.
    • Computer proficient in Windows, MS Office, Word, Excel, Outlook, OneSite and the Internet. Ability to type 50+ wpm.
    • Ability to speak, communicate, read, write and understand the primary languages used in the workplace including, but not limited to, English in order to maintain safety in the workplace and serve internal and external customers.
    • Ability to focus and maintain attention to performance of tasks and to work and complete assignments on time despite frequent stressful, emergency, critical or unusual interruptions.

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