Job Description

Development & Asset Administrator (Real Estate )

Note: We require all employees to be Covid-19 vaccinated

We are seeking a highly organized and detail-oriented Development & Asset Administrator to support our daily operations and ensure smooth workflow

The ideal candidate will have excellent organizational skills, strong attention to detail, and the ability to multitask effectively and experience supporting senior level executives.

Position Summary:

This position is responsible for performing tasks related to real estate development, asset management, construction and community planning. A Development and Asset Administrator is a liaison between the Corporate team and development partners, consultants, contractors, property managers, and leasing agents. This role ensures that projects are delivered within budget, on time, with the highest quality service standards, while demonstrating our mission and core values.

Essential Duties and Responsibilities

Funding, Financial and Reporting

• Completes the entire construction funding process, which includes, but not limited to, gathers documents, manages draw requests, tracks and reports amounts funded from public and private sources.
• Maintains and updates critical information on federal government and other related databases.
• Compiles all appropriate documents necessary for preparation of the funding applications, project budgets, operating pro-formas, and reports.
• Performs accounting and invoice management functions in coordination with the Finance Department.

Administrative

• Develops and maintains record filing system and ensures the accuracy and confidentiality of required files, correspondences, and activities.
• Streamline administrative processes and procedures resulting in efficiencies.
• Creates and compiles communications and related materials for conferences, meetings, and phone calls.
• Provides effective and efficient administrative support by following up on outstanding tasks, such as invoice processing, coordinating communication, ensuring needs are addressed, and other items.
• Performs a variety of clerical functions, including compiling data and generating reports.

Procurement and Insurance

• Administers procurement process, including solicitation materials, review of submissions, and maintenance of required records.
• Ensures compliance with insurance requirements of various funders and programs.

Knowledge, Skills and Abilities

• Knowledge of planning, construction, development, and/or asset management.
• Excellent customer service skills with the ability to work in a fast-paced, collaborative, team environment.
• Ability to demonstrate effective problem-solving, troubleshooting and follow-up skills.
• Strong basic financial knowledge and attention to detail skills.

Other Responsibilities:

• Maintain filing systems for both physical and electronic documents
• Ability to work within Microsoft Word, Excel and Outlook
• Upload documents into ShareFile and Dropbox accounts
• Prepare meeting agendas, resolutions, and notices as well as take/type Board “meeting minutes”
• Data entry
• Set up Zoom meetings and provide meeting reminders and follow-up messages
• Prepare periodic construction requisitions (clerical aspects of the requisitions)
• Answer phones as needed

Experience/Qualifications

• Previous experience in a corporate Executive Assistant role
• Previous experience in a real estate development firm required

Education/Experience Requirements

• Graduation from an accredited college or university with an associate’s degree is strongly preferred.
• A minimum of five (5) years of experience in general office administration is mandatory; three (3) of which in planning, development, real estate, construction, and/or asset management are preferred.
• Proficiency in Microsoft Office skills is required, and Adobe PDF software is preferred.
• Yardi experience is preferred.

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