Development Coordinator/Office Manager

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Overview

AvalonBay Communities, Inc., an equity REIT, has a long-term track record of developing, redeveloping, acquiring and managing distinctive apartment homes in some of the best U.S. markets, and delivering outsized, risk-adjusted returns to shareholders. With equal parts experience and vision, we’ve established a leadership position rooted in our purpose of creating a better way to live and that is always focused on building value for the long term.

Creating a better way to live is the purpose that binds AvalonBay associates. We take that purpose seriously and expect you will as well. By focusing on collaboration, innovation, and taking ownership of our choices and actions, we act in ways that focus on creating value for our customers, investors and associates. Your positive, professional, and consistent personal interactions make AvalonBay a great place to work.

The Role

Job Summary

The role of the Development Coordinator provides support services to the Development Director and/or Vice President of Development as well as the overall Development Group for their specific office. The support services provided by the coordinator may include but are not limited to maintaining project files, coordinating meetings and conference calls, preparing presentation packages, preparing weekly/monthly/quarterly reports and assisting in other general administrative duties.

Additionally, the Development Coordinator will also serve as the NC Regional Office Manager. The primary responsibilities may include, but are limited to, office building and related functions including maintenance, renovation, parking, purchasing, security, reception, cleaning, and mail services. Facilitate timely resolution of all maintenance/safety issues and concerns. The NC Regional Office Manager will also process monthly rent payments.

Essential Job Functions

• Assists with coordination and administration of proposals from architects, engineering, and environmental consultants as requested.

• Assists with completion of budget request forms, including the community description, apartment mix description, parking analysis, timetable, features, expense items, etc.

• Assists in the preparation of Development Community Reports (DCR) and Development Right Updates (DRU), which detail the status of various development deals (e.g., costs, construction status, approvals, monthly highlights, etc.).

• Assists with coordination of amenities and office set-up for new communities, including community signage, brochures, office equipment and fitness equipment.

• Assists in the preparation of the investment packages for the Management Investment Committee.

• Prepares consultant agreements, change orders, and processes invoices, insurance paperwork and related contractual items.

• Prepares some correspondence, reports, meeting minutes, memos and presentations for departmental staff, and maintains databases, spreadsheets and other files.

• Provides general administrative support and office administration tasks such as travel arrangements, filing, copying, mail distribution, supply ordering, event planning, and processing expense reports, as needed.

• Participates in local and corporate initiatives regarding health, safety, and space concerns

• Processes invoices and oversees NC office budget

• Coordinates with landlord regarding the maintenance and preventive maintenance efforts including the physical aspects of the building

• Maintain and replenish inventory for items required to facilitate events and meetings

• Coordinate vendor services that support the office operations, such as office equipment maintenance, paper/ink, and mailroom supplies

• Check stock to determine inventory levels and anticipate needed supplies

• Ensure facilities meet needs of multiple individual projects and coordinate with IT staff for technological needs.

• Monitor facility usage, operations, and equipment maintenance

• Coordinate off-site storage with Iron Mountain

• Distribute mail and packages to associates. Manage outbound mail and packages

• Ensure efforts meet the company's operational standards and any applicable laws and regulations.

• Office errands and mail/package runs

Additional Job Description

Experience: 

• 0-1 years in a support role preferred 

• High school diploma or equivalent required.

• Bachelor’s degree preferred.

Knowledge, Skills and Abilities:

• Strong written and verbal communication skills

• Ability to prioritize work and meet deadline

• Demonstrated strong organizational and excellent critical thinking skills

• High level of attention to detail, with excellent follow-through and proven track record of working independently

• Acts as a cooperative team player, with a focus on creative problem-solving

• Reads and writes English as demonstrated by clear and concise written and verbal communications.

• Creates and delivers group presentations on function-related subject matter and writes reports in a clear, concise form.

• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Project Planner, Loop, One Note).

How AvalonBay Supports You

Additional Info

AvalonBay is proud to be an equal opportunity employer and is committed to an inclusive and diverse work environment free of discrimination and harassment.  We believe that in order to achieve our purpose of creating a better way to live, we must recruit, develop and retain associates with a wide range of backgrounds, experiences and perspectives and create an environment that encourages all voices to be heard, understood and appreciated. With this we know we can do great things.

AvalonBay makes employment decisions without regard to a person’s race, ethnicity, color, religion, sex, national origin, sexual orientation, gender identity, pregnancy (including childbirth, lactation or related medical conditions), age, physical or mental disability, genetic information (including characteristics or testing), citizenship status, military or veteran status, or any other status protected by the law.

For California residents, if you elect to apply to AvalonBay you accept the AvalonBay California Personnel Privacy Notice (https://www.avaloncommunities.com/california-personnel-privacy-notice/)