Administrative Assistant, Real Estate & Construction

Job Description:

Administrative Assistant for Construction and Real Estate Development

Department: Construction and Real Estate Development

Location: Short Hills, NJ (on-site)

Employment Type: Full-time

Reports To: Founder/President

Job Overview

We are seeking a proactive and detail-oriented assistant to support our Construction and Real Estate Development team. The ideal candidate will have experience in the construction and real estate industry, providing administrative, project management, and research support. This role requires excellent organizational skills, the ability to multitask, and strong communication capabilities.

Key Responsibilities

• Administrative Support: Manage calendars, schedule meetings, and coordinate appointments for project managers and development teams.
• Project Management: Assist in the planning, scheduling, and tracking of construction and real estate development projects. Maintain project timelines and ensure deadlines are met.
• Construction Take Off: Calculate material quantities from PDF using Measuring Tool.
• Document Management: Prepare, review, and distribute project documentation, including contracts, proposals, reports, and permits. Ensure all documents are properly filed and accessible.
• Communication: Serve as the primary point of contact for internal and external stakeholders. Handle emails, phone calls, and other correspondence.
• Research: Conduct market research, feasibility studies, and competitive analysis for new development opportunities. Provide insights and recommendations based on findings.
• Data Entry: Maintain accurate records of project progress, expenses, and budgets. Update databases and spreadsheets as required.
• Reporting: Generate regular reports on project status, financials, and other key metrics. Present findings to the management team.
• Vendor Coordination: Liaise with contractors, suppliers, and service providers. Obtain quotes, negotiate contracts, and manage vendor relationships.

Qualifications

• Experience: Minimum of 4 years of experience as an assistant or in an administrative role within the construction or real estate industry.
• Computer Skills: Proficient in Adobe Acrobat, MS One Note, MS Excel
• Education: Bachelor’s degree in business, real estate, architecture, engineering, construction management, or a related field is preferred.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, OneNote, PowerPoint) and Adobe Acrobat.
• Communication: Excellent written and verbal communication skills. Ability to interact professionally with diverse groups of people.
• Organizational Skills: Strong attention to detail and ability to manage multiple tasks simultaneously. Proven track record of meeting deadlines and maintaining accuracy.
• Problem-Solving: Ability to identify issues, evaluate options, and implement effective solutions.