Job Description
Job Description
Company Background
At Brandywine, 'Best of Class' is our mission and our focus in developing, building and managing the nation's most remarkable Class-A office, multi-family and mixed-use properties. We continuously support and give back to the communities in which we live and work. Our mission drives our corporate culture to foster the potential for excellence in every employee.
Our company was founded in 1994 by Jerry Sweeney, who serves as our President and CEO. We are a publicly traded company listed on the New York Stock Exchange (NYSE : BDN) operating in select markets across the nation.
Summary
Brandywine Realty Trust has an immediate opening for a Development Project Assistant / Office Administrator to work with our Corporate Accounting team. The primary role of this position is to work with the Executive Vice President & Sr. Managing Director and our Vice President, Development located in our Austin, TX office and to support the development initiatives and overall office administration.
Responsibilities
EXPECTATION FOR ALL EMPLOYEES : Personal commitment to the Brandywine Mission and Guiding Principles : demonstrated excellence, technical competence, high ethical standards, collaboration, innovation, respect for co-workers, commitment to superior internal and external customer care, personal accountability and ownership.
SUMMARY
- Perform administrative and accounting duties related to the development and construction of Brandywine building projects.
- Responsible for management of administrative activities involved with Brandywine development projects.
- Provide administrative support to executive officers and the development / construction team in the Austin regional office.
- Oversee administrative and general operations of the Austin regional office at the direction of the Vice President - Development.
- Maintain an effective and harmonious working relationship with all Brandywine employees, contractors and tenants.
- Assume additional responsibilities as delegated by supervisor.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following; other duties maybe assigned.
Construction / Development Assistant
Assist with preparation of contracts, purchase orders and other contractual documents.Facilitate the process of obtaining contractors for the completion of building tasks.Assist with preparation of RFQs and RFPs for consultants and contractors
Coordinate preparation of awarded contracts and vendor agreementsAssist with the accurate tracking of financial activity related to each project.Process purchase orders for consultants and contractors, and other items
Process and code invoices for timely processing of paymentsAct as liaison with corporate accounting representativesSchedule and coordinate meetings and conference calls; prepare meeting materials, reserve and prepare facilities, as needed.Attend group staff meetings and maintain meeting notes.Outlook Calendar management for group meetings related to a project; set-up online meetings and conference calls.Outlook Contacts management for project-related contact information.Set-up, organize, maintain and manage construction files on server and on ProCore software (as needed) for all development related items, including :Construction drawings
Contractor filesPermitsBudgets, purchase orders, invoicesProject photographsCorrespondencePrepare contractor, subcontractor and tenant change orders with input from Project Manager.Receive and maintain insurance certificates from all parties; review certificates to ensure proper limits are being met.Open, read and route department incoming mail.Office Administrator / Executive Assistant
Provide high level administrative support to executive officers in the Austin regional office.Responsible for creating and editing PowerPoint presentations, Excel spreadsheets and other advanced MS Office documents. Some examples include but are not limited to development strategy documents, letters of intent, joint venture terms, board of directors’ presentation / updates, and responses to requests for proposals, etc. Format, edit and proof documents for grammatical / spelling and formatting corrections and check for consistency.Research, analyze, measure and organize data for reports and proposals; set protocols, maintain and manage development files and other project documents; receive and process invoices, coordinating with accounting as needed; manage logistics of request for proposal processes including set up, distribution, receipt and summarizing responses.Assist with travel arrangements and planning for corporate executive visits to the Regional Office.Process vendor invoices in Avid for Austin regional office.Manage Outlook Calendar and Contacts; handle various ad-hoc requests and special projects as assigned.Schedule and coordinate meetings and conference calls; prepare agenda and meeting materials, reserve and prepare facilities, as needed.SUPERVISORY RESPONSIBILITIES
This position has no supervisory responsibilities.
Qualifications
QUALIFICATIONS AND COMPETENCIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and / or Experience : Bachelor's degree or equivalent from a four-year college or university preferred; or 10 years related office / administrative experience in a professional office environment; or equivalent combination of education and experience. Minimum of 10 years executive-level administrative experience, preferably in the commercial real estate industry.Accounting basics required. Knowledge of MRI, AvidXchange and ProCore helpful, but not required.Computer Skills : Highly proficient with Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook.Interpersonal Abilities : Shall exhibit a positive “can do” attitude with a team player approach, along with ability to interact and communicate with professional courtesy and tact among tenants, contractors and individuals at all levels of the organization. Shall exhibit excellent internal and external customer-service orientation in responding to vendor and tenant inquiries along with co-worker requests. The incumbent routinely represents the Company to third parties and must inspire confidence and demonstrate the ability to influence others through the strength of his or her own character and personal abilities.Communication Skills : Superior interpersonal, verbal and written communication skills, including letter and report composition. Ability to conduct research, quantify and develop summary report of analysis.Attention to Detail : Demonstrated ability to work in a fast-paced environment; provide continual attention to detail; work independently under pressure; manage multiple priorities; plan, organize, coordinate projects and meet deadlines; all with discretion, tact and service orientation.Organizational Skills : Demonstrated ability to organize and maintain electronic and hard copy documents and files, as well as other communication methods such as email, memos, etc.Confidentiality : Must demonstrate ability to maintain confidentiality of sensitive documents and information when assisting members of the Executive team.Other Qualifications : Overnight travel occurs less than 1% of the time.Certificates, Licenses, Registrations : Must be insurable at all times under Brandywine's commercial policies were deemed necessary at the Company's sole discretion.THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY INDIVIDUALS ASSIGNED TO THIS POSITION. THEY ARE NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL DUTIES, RESPONSIBILITIES, AND SKILLS REQUIRED OF PERSONNEL SO CLASSIFIED.
