Administrative Assistant - Real Estate

The Administrative Assistant of Real Estate Services is responsible for providing administrative, clerical and accounting assistance to Real Estate Services manager and staff.

PROJECT MANAGEMENT ASSISTANCE

• Responsible for flow of work orders to include: Receive project plans, creation and distribution of work order assignments and monitor of process
• Monitor O&M project budgets and expenditures
• Work with firms, engineers, architects, consultants, developers and property and business owners; communicates policies, requirements, processes, codes, and standards
• Ability to read & analyze engineering drawings, system maps, plans, designs, blueprints, and department plats to determine work requirements and objectives
• Maintain up-to-date fiscal year records of expenditures with appraisal, survey and title firms
• Coordinate project close out with other departments
• Ensure accuracy of tasks and submittals for work orders; ensure policies and procedures are followed.
• Monitor and update submittal intake process

ACCOUNTING FUNCTIONS

• Receive, code, track and process invoices for payment
• Create and track requisitions for purchases and payments
• Monitor and administer P-card program for department
• Purchase department tools and equipment with manager approval
• Purchase and maintain adequate level of office supplies and materials
• Reconcile invoices to purchase orders and work orders

BUDGET

• Coordinate and monitor department O & M budget
• Track general capital account expenditures
• Track and maintain financial data related to capital projects
• Prepare and analyze financial summaries in detail
• Collaborate with department manager on preparation for future fiscal year budgets

ADMINISTRATIVE/CLERICAL

• Responsible for effective customer service to include use of independent judgment in making decisions for handling customer issues or inquiries; routing calls & messages
• Assist in development, interpretation, and maintenance of standards, specifications, policy, and procedures related to departmental operations
• Compose department correspondence and forms
• Perform routine duties such as make copies, fax, email, file, answer and route phone calls to department personnel
• Responsible for organizing and maintaining accurate and efficient calendar of appointments and meetings
• Organize and make travel arrangements for department staff
• Process professional license renewals
• Maintain reports on department performance measures for manager and Executive Director
• Coordinate training and development schedule for staff
• Receive and monitor employee leave requests
• Review bi-weekly time entry for accuracy and completeness. Create ADP reporting for manager approval
• Record Retention Liaison Officer
• Public Information Officer for department

GENERAL RESPONSIBILITIES

• Maintain regular attendance; leave schedule should be managed so as to not interfere with ability to accomplish tasks, including special projects and assignments with deadlines
• Adhere to NBU safety guidelines and practices at all times and in all situations
• Maintain a clean and safe work area, office, field site and vehicle as applicable
• Develop & maintain effective customer service skills for communications with co-workers, customers and the public in general
• Maintain strict confidentiality of business, employee and customer information in written and oral communications and safeguard sensitive documents
• Adhere to NBU policies and procedures
• Exemplifies NBU Core Values
• Participate in and support initiatives to reach annual NBU Performance Measures

Formal Education and Work Experience Requirements

Degree/Diploma Obtained: High School Diploma/GED

Work Experience Time Frame: One Year or More Field of Study: General Studies

Other: Some Real Estate experience, college or advanced education preferred

Certification and Licensures Requirements

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Other Minimum Qualifications

Associate’s degree in any field is recommended.