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Administrative Assistant job

Basin Street Properties jobs

Company

Salary

Skills

Job Description

Our company seeks a well-organized administrative professional with a great attitude to join our Property Management and Construction teams. We expect the right person for the position to also be reliable, detail oriented, proactive and someone who takes initiative to solve issues while working with our tenants, vendors, and staff.

Job Description Summary

Provides administrative support to our Property Management and Construction teams with a variety of administrative activities and related tasks. The PM/Construction Administrative Assistant will be responsible for ensuring a smooth work flow within the office and within each department they assist. The candidate must be a self-starter able to work autonomously with great follow through and attention to detail, while ensuring deadlines are met.

Essential Functions for Property Management

Prepare work orders, service contracts, PIFs, and tenant bill-backs

Track and update information for gross sales, life safety spreadsheet, safety training, building cooling towers, and leak list

Process PG&E bills

Changing on call phone and making FOBs as well as other administrative functions

Consolidating MEP drawings on U: drive

Performing vacant space surveys

Maintain department files both physical and electronic

Maintain job cost summaries and predevelopment soft cost budgets

Essential Functions for Construction

Prepare contracts, change orders, PIFs, tenant bill-back invoices, and check requests

Maintain weekly meeting notes, department project list, project directories, and rolled plan files

Process bid comparisons

Convert hard close-outs to electronic and reorganize TI files on hard drive

Tracking and filing all Certificates of Insurance, including tenant and vendor copies

Qualifications

Must be strongly proficient in Microsoft Office Suite, especially Excel (Outlook, Word, Excel, etc.)

Understands and has the ability to use Timberline or other similar construction software

Strong time-management, organizational, and proactive problem solving skills

Excellent math skills

Broad understanding of the Commercial Construction and Real Estate industries a plus

Quick learner able to incorporate new knowledge into processes

Able to maintain systems and keep work flowing

Great presentation skills with clear and concise communication skills

Detail oriented and able to work multiple projects simultaneously while maintaining a professional and customer service oriented attitude

Understands and follows directions

Must be reliable, punctual, and always pleasant to work with

Ability to maintain discretion and confidentiality at all times

Knowledge of Construction/Real Estate processes and terminology a plus

Exhibit proficient communication skills (Speaking, listening, and writing, which includes spelling and grammar accuracy)

Flexible and collaborative work style, works well varying personalities

Work Environment and Physical Demands

Professional office environment using standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines

Mainly sedentary role though some filing and supply maintenance requires the ability to lift files and supplies, open cabinets, bend, crouch, stand, and walk

Other Information

Not a supervisory role

Non-exempt position subject to overtime laws

Full time position, Monday through Friday 8am to 5pm

Minor local travel may be required

Must legally be allowed to work in the U.S.

Please provide salary requirements in order to be considered for this position

Full time employees are eligible to participate in company benefits

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Education and Experience Requirements

High school diploma

5 years related experience in commercial construction and/or commercial real estate

Knowledge of cost accounting experience helpful, hands on knowledge a big plus

Estimated annual salary
$39,987
average
Minimum
$28,081
Maximum
$70,098

TASKS

  • Manage and maintain executives' schedules.
  • Make travel arrangements for executives.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.

SKILLS

  • Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
  • Active ListeningGiving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • WritingCommunicating effectively in writing as appropriate for the needs of the audience.
  • SpeakingTalking to others to convey information effectively.

KNOWLEDGE

  • Administration and ManagementKnowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • ClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Customer and Personal ServiceKnowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Computers and ElectronicsKnowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Basin Street Properties

Type

Company - Private

Size

Medium

Revenue

$25M to $50M

Location

Multiple locations

Industry

Real Estate/Property Mgmt

Founded

1974

CEO

Matthew T. White

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