Description

At Dweck, we seek a strong addition to our fast-growing Development & Construction team! The duties of the Project Administrator will be varied each day and include the support of all project staff, tracking of division initiatives and document management. These include the tracking of resources, managing timeframes, and reviewing work against budgets for multiple and simultaneous construction projects. The ideal candidate will be a multi-tasker with excellent time management and communication skills. This highly visible role includes collaboration and communication with internal teams, tenants and third-party consultants to alleviate the administrative burden of project staff. The Project Administrator is vital in ensuring that our projects are completed on time, within budget and to our high-quality standards.

Essential duties include, but are not limited to:

• Administrative Support: Provide comprehensive administrative assistance to the Senior Administrator and Director of Construction. Handle scheduling, report preparation, correspondence management, and maintenance of filing systems.
• Financial Coordination: Assist in processing invoices, tracking expenses, and preparing lender draw packages. Collaborate with the accounting department for financial reporting accuracy.
• Communication and Coordination: Act as a point of contact for internal and external queries, manage phone calls, welcome visitors, and liaise with clients, contractors, and suppliers.
• Project Support: Support project managers with various tasks such as document control, data entry (experience with Yardi is a must) and coordinating project logistics.
• Office Management: Manage the daily operations of the office, including maintaining office supplies, coordinating IT support, and overseeing office space and facilities.
• Team Coordination: Organize team events, manage calendars, and coordinate meetings and training sessions.
• Compliance and Record Keeping: Maintain records and documentation for compliance and operational efficiency, ensuring adherence to company policies and procedures.

In a typical day, you will:

• Route tasks to internal teams and assist with schedule management. 
• Provide administrative support to team members as needed. 
• Help prepare budgets, monitor, and report on capital expenses, evaluate future costs and impact to annual targets.
• Monitor project progress and escalate any issues that arise. 
• Work with our Project Managers to eliminate workflow and project obstacles and impediments. 
• Use technology tools to create tracking documents, monitor working hours, plans and expenditures. 
• Issue, record and save all appropriate legal paperwork (e.g., contracts and terms of agreement). 
• Create and maintain comprehensive project documentation, plans and reports.

As a Dweck Ambassador your commitment contributes to make us a best place to work and live at by:

• Approaching work with a positive spirit of cooperation and good will to each other.
• Improving and enhancing the customer experience to our residents, prospects, vendors, and partnerships.
• Actively participating in creating an environment of acceptance and respect to a diverse, equitable and inclusive work environment.
• Identifying and articulating personal motivators and harnessing personal motivation to set and achieve goals for personal and professional development.
• Professionally communicate by verbal and written manner clearly, concisely, and appropriately. 
• Working with integrity to deliver quality work based on our standards.
• Effectively managing your workday by using time intentionally and productively.
• Honoring your commitments to be a dependable individual and team player.

Requirements

We’re looking for:

• 3 years of successful experience in supporting real estate development or construction projects and personnel.

• BS Degree a plus; would consider strong work experience or a combination of education and work experience. 

• Experience in Yardi products required.

• Must be proficient in Microsoft 365 Office: specifically Excel.

• An ability to prepare and interpret flowcharts, schedules, and step-by-step action plans.

• Solid organizational skills, including multitasking and time-management.

• Proven ability to multi-task and prioritize work daily.

• Flexibility to do whatever is necessary and pivot throughout the workday. 

• Positive, resilient client-facing customer service capabilities.

• Strong work ethic to support the team to success.

• Demonstrates reliability and dependability daily. 

• Ability to learn new modules and advancing technology, and more.

• Hands-on experience with project management tools and cost tracking.

Enjoy a variety of perks and benefits including:

• Money - Competitive pay and bonuses, Team Member Referral program.
• Wellness - Comprehensive health, dental and vision insurance, life/AD&D, short-term/long-term disability.
• Paid time off - holidays, vacation, sick, and bereavement.
• Retirement - Company matched 401K.
• Perks - Apartment rent discount, training programs, team building events.
• Flexibility – This role could be considered as a hybrid role with some work from home days.