Administrative Assistant

Provide the Vice President of Tenant Project Management and Project Managers a broad range of clerical, administrative and project team support services.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Proactive in maintaining workflow with TPM team.
• Update and follow-up on delegated tasks to ensure timely completion.
• Take initiative in manager’s absence.
• Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, copying and faxing. Review, prioritize and direct incoming correspondence to appropriate team members.
• Accurately maintain TPM projects and Development site on SharePoint.
• Process expenses and reimbursements.
• Handle administrative details for team projects and managers.
• Coordinate the production of information packages, proposals, and RFP responses as requested.
• Audit job costs reports to maintain accuracy.
• Manage permit process throughout project lifecycle, including:
• Submitting all required documents to the City and County.
• Regularly communicate permitting updates with Project Manager.
• Interact with City officials regarding permitting questions and issues.
• Coordinate contracts and project budget monitoring.
• Process closeout packages with appropriate construction company.
• Facilitate TPM Meetings.
• Manage billing report in Microsoft Excel and work with Accounting to create progress billing invoices.
• Assist with the coordination of all team members (Architecture, Construction, Leasing/Marketing, Property Management and Asset Management) to ensure timely delivery of projects.
• Review, code, route and track all invoices (including project-related invoices, reimbursables, and TPM fee invoices) and check requests for project manager approval.
• Maintain TPM Project list on SharePoint.
• Create project numbers as needed.
• Maintain office supply inventories.
• Submit work orders or IT tickets as needed for maintenance of office and work machines.

QUALIFICATIONS:

This position calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and professionals. The ability to quickly learn new software, internet research abilities, and strong verbal and written communication skills are required.

Certified Notary (certification can be achieved once hired.)

EDUCATION and EXPERIENCE:

Completion of high school education or its equivalent is required. Associates Degree preferred. Minimum offive years’ experience in a high level administrative role.

COMPUTER SKILLS:

Must possess a good working knowledge of computer/keyboard skills including Microsoft Office Suite (i.e. Outlook, Word, and Excel).

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.