Job description
The Administrative assistant provides essential administrative, coordination, and documentation support to staff and team members. This role is key in ensuring accurate project setup, clear communication, and proper documentation management aligned with internal and client-facing standards. The Administrative assistant reports directly to senior staff.
Role and 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
Project Setup & Tracking:
• 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
Report & Documentation Management:
• 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
Communication & Data Integrity:
• Maintain consistency and accuracy of data across all systems
• Facilitate clear and professional communication within the team and with clients
Client Deliverables & Follow-Up:
• 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
Executive Assistant Support:
• Provide personal and business assistance to the owner, managing both administrative and operational tasks
- Minimum 1 year of relevant experience
• Experience in real estate, consulting, or appraising is a plus
• 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
