Administrative Assistant

Overview

• Support the Design and Construction team with administrative tasks, ensuring smooth project execution and coordination.
• Assist in managing paperwork, including contracts, invoices, and purchase orders, maintaining accurate records.
• Collaborate with team members to maintain project schedules and coordinate deliveries effectively.
• Provide communication updates to internal teams and residents regarding project status and timelines.
• Engage in special projects and support team requirements as needed.
• Contribute to the growth and success of the team by taking on increasing responsibilities.
• Work on-site in a dynamic and fast-paced environment, ensuring alignment with organizational goals.
• Utilize technical expertise to efficiently operate various software platforms for project management.

Key Responsibilities & Duties

• Coordinate administrative functions for the Design and Construction department, including document management and project scheduling.
• Process invoices and maintain accurate financial records using relevant systems.
• Assist in managing construction cost accounting and contract management tasks.
• Provide updates and reports on project status to internal teams and stakeholders.
• Collaborate with team members to ensure effective communication and alignment on project goals.
• Support delivery coordination and maintain project schedules to meet deadlines.
• Handle special projects and assist with additional team requirements as time permits.
• Maintain professionalism and organizational skills to ensure smooth operations within the department.

Job Requirements

• Bachelor of Arts (BA) degree required, preferably in a related field.
• Minimum of 2 years of experience, with 3 years preferred, in administrative roles within real estate, construction, or architecture.
• Proficiency in using Nexus and Procore systems or similar platforms.
• Strong communication and interpersonal skills to collaborate effectively with team members and stakeholders.
• Organizational and problem-solving skills with a proactive approach to challenges.
• Ability to work on-site in a dynamic, fast-paced environment, maintaining flexibility and adaptability.
• Experience in construction cost accounting and contract management is highly desirable.
• A commitment to excellence and a desire to grow within the organization.