Administrative Assistant
Administrative Assistant – Property Management and Construction: Short Hills,
GENERAL JOB DESCRIPTION:
Provide direct support to the Construction and Property Management Groups in coordinating all tasks relating to new Projects, Capital Projects, Tenant Renovations and Tenant Requests and Tenant Services. Maintain the company’s project databases for Regional Architecture Sales Requests, Construction projects and Properties. In cooperation with the Property Management admin answer and screen incoming telephone calls. Act as back up to PM admin.
Initiate smooth transition between proposals, purchase orders and payment application processing within the group.
All of this is to be done in a manner constant with the Vision, Mission and Values articulated in the Company’s Core Ideology.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
• Answer, screen and support all calls received through the main office lines.
• Track and prepare expense reports.
• Responsible for all construction incoming and outgoing correspondence, meeting minutes, transmittals, purchase orders, invoices and payment applications.
• Set up and maintain projects in Timberline.
• Send out bid notifications. Coordinate contractor receipt of plans and catalogue received bids for the Project Managers.
• Set up files for new construction projects and maintain all contractors’ files.
• Obtain updated insurance information for vendors upon expirations and provide copies of the insurance certificates to accounts payable.
• Prepare check requests for permit applications and deposit checks for contractors.
• Maintain company databases including the proposed sales request list for Regional Architecture, the active construction project lists, tenant calls into property management for extra work and permit status databases.
• Scan all permits, inspection certificates, electrical underwriting certificates and certificates of occupancy and maintain hardcopy archive files.
• Type reports, correspondence, transmittals, faxes, etc., as required.
• Keep record of all drawings and documents for each project.
• Maintain plan files and organize archive room to insure building plans remain current.
• Work as a team member and perform other duties as may be assigned.
• Receive, stamp, record and distribute as-built drawings, submittals, balancing reports and other project related materials.
• Assist in all construction related meetings.
• Open, stamp and distribute office mail to all..
• Maintain and update vendor contractor lists as well as the tenant contact lists.
• Interact with project managers, property managers, field personnel and accounting department.
• Assist with telephone calls and tenant service calls relating to Property Management.
• Administer Fitness Center membership process for facilities located at 101 JFK, West Orange, 1 Giralda Farms, and 44 Whippany Road. (7 Giralda and 1 University Square done by Monica).
• Code invoices through AVID.
• Weekly Payroll entry through ADP-EZ LABOR.
• Act as backup for Property Management admin.
• When a “State of Emergency” exists, participate as required with all other company employees in dealing with the situation.
REQUIRED SKILLS AND ATTRIBUTES:
• Minimum 3-5 years work experience as an administrative assistant.
• Minimum 2-year associates degree in business administration or similar discipline, 4-year bachelors degree preferred.
• Computer conversant and proficient in Microsoft Word, MS Excel, MS Outlook and Timberline Applications.
• Strong understanding of construction terminology.
• Attention to detail and grammar in written work, attention to detail in all other areas of responsibility.
• Must be intelligent, highly organized, motivated, self-starter with an aptitude for learning.
• Must demonstrate networking ability and maintain a can do attitude with respect to dealings with municipalities and tenants.
• Must be a diligent and focused individual who enjoys work.
• Personable, able to deal within the framework of a large organization and work with others as a team player.
• Ability to perform multiple tasks, demonstrate adaptability by often changing assignments on short notice.
• Ability and desire to quickly learn new job-related information.
• Proactive and communicative.
• Display professional appearance and conduct.
• Timely in regards to hours and attendance.
• Hard worker.