Administrative Assistant

Summary

Join our team as an Administrative Assistant and provide essential support to staff and team members, ensuring accurate project setup, clear communication, and proper documentation management. This key role involves scheduling meetings, handling phone calls, managing project tracking in our Company Operating System (COS), and maintaining accurate project documentation across various platforms. You will also create reports, prepare client deliverables, and support the owner with administrative and operational tasks. The ideal candidate will have at least one year of relevant experience and possess strong organizational, communication, and multitasking skills. A background in real estate, consulting, or appraising is a plus.

Requirements

• Minimum 1 year of relevant experience
• Highly organized and capable of managing multiple priorities simultaneously
• Ability to multitask and adapt quickly
• Strong willingness to learn
• Fast learner with strong attention to detail
• Effective communicator
• Proactive in asking questions and providing feedback

Responsibilities

• Scheduling and coordinating meetings and inspections
• Answering and handling approximately 5 phone calls per day
• Performing computer-based filing across various data platforms (Box, SharePoint, Citrix, Dropbox)
• Coordinating with consulting teams to schedule inspections, collect necessary documentation, and provide documents to clients
• Manage project setup in the Company Operating System (COS) and track progress in shared spreadsheets
• Input and update inspection schedules and job status updates (e.g., on-hold, cancelled, ready for review) in COS
• Maintain accurate project tracking and quality assurance spreadsheets
• Support data entry and job setup in COS and Excel
• Create and update project reports, portfolios, and templates
• Ensure all project documentation is properly filed and archived in designated platforms (Box, SharePoint, Citrix, Dropbox)
• Download, organize, and archive project-related documents
• Maintain consistency and accuracy of data across all systems
• Facilitate clear and professional communication within the team and with clients
• Prepare and submit final reports and invoices to clients, including all required documentation
• Follow up with vendors and consultants on project updates and deliverables
• Support proposal development and submission
• Provide personal and business assistance to the owner, managing both administrative and operational tasks

Preferred Qualifications

Experience in real estate, consulting, or appraising is a plus