Position Summary: This position primarily supports a regional, commercial real estate team in all aspects of site development and construction process. An ability to understand, monitor and communicate important legal contractual obligations and activities is important. The role also includes accounts payable/invoice administration relating to construction contracts and commercial lease agreements. General office management and travel coordination.
Strong organizational and analytical skills, with strong attention to detail.
Excellent communication skills (verbal and written).
Ability to work multi-task independently and self-manage deadline expectations across a team of independent project managers.
Proficiency in office software applications and the ability to learn and use accounting (JDE) platform.
Demonstrate high level of professional demeanor, integrity, ethics and leadership
Prepare contractor/consultant agreements, including negotiating form agreement, verifying signature blocks, obtaining insurance and W-9s as needed
Work with development team and legal in gathering/coordinating due diligence, including maintaining Box files
Bank Loans - Coordinate documentation for lenders/inspectors for each project, including due diligence, utility/zoning verification, etc.
Construction – Verify and process monthly pay apps, change orders, lien waivers, etc. for each project, and distribute closeout documents at the end of each project
Work with development team and legal (internal and external) in preparing various easements, agreements, etc.
Work with development team and corporate in obtaining/renewing/releasing Letters of Credit
Participate in weekly Development meetings (regional and corporate), keep task list updated and keep development team on track with tasks
Maintain Corporate Critical Dates Report and review weekly for upcoming dates
Assist in creation of Broker Agreements and Commission Payments
Assist with budgets, tracking expenditures, etc.
Assist in preparation of monthly and quarterly reports as requested by Corporate
Work with local government agencies and utilities in preparing applications, obtaining permits, etc.
Work with Corporate in maintaining Building Database of all projects
Acquisition & Disposition
Read, transfer and manage documents and due diligence materials. Arrange inspection appointments with consultants.
Monitor internal correspondence of acquisition and disposition team. Coordinate earnest money deposits.
Coordinate work tasks and training with peers in other offices
Code and process invoices and check requests set up new vendors as needed
Assist with the preparation, production and organization of documents, correspondence, spreadsheets, reports, proposals, etc. using Word, Excel and PowerPoint
Ensure vendor insurance certificates are kept current
Maintain electronic and paper filing systems, including sending electronic files to Central Records
Maintain kitchen and office supplies, office equipment, janitorial service
Liaison with Corporate IT/Security and building maintenance
Marketing & Leasing (cross-train for backup purposes):
Maintain marketing materials and assist in updating them as required
Assist with preparation of marketing materials, proposals and exhibits as directed by development team
Read leases for critical events and coordinate activities and payments accordingly.
Minimum of 5 years’ experience providing administrative support
Advanced experience with MS Office Suite
General ability to learn and apply new business software, preferred experience with Box, Workshare Compare, JD Edwards and Adobe Creative Suite
Strong communication skills, both written and verbal
Ability to manage multiple tasks at a fast pace
Strong organization, planning, and analytical skills
Ability to work independently with minimal supervision
Real estate or construction experience preferred #ZR