Administrative Operations Support

Responsibilities

• Responsible for administrative duties related to day-to-day operations for a real estate development firm.
• Draft correspondence as needed and respond to client and customer inquiries received via phone, mail, or email.
• Performs duties related to creating invoices, payment processing, accounts payable, and accounts receivable.
• Record entries in Excel for financial project information related to expenses, revenues, and budget adjustments.
• Reconcile deposits received from rent and handle petty cash utilized in paying subcontractors.
• Maintain order supplies for the office, and for company projects.
• Maintain and provide status updates on projects, contracts, and transaction related documents.
• Performs basic research and gather necessary information for various local, state, and federal programs related to real estate housing and project solicitations.
• Communicate with staff of public entities, public agencies and departments, and government officials.
• Maintain client and customer contact database for firm.
• Accounts Payable: Review Invoices and Confirm Work Completion with Site Staff; Payment Check Review and Printing
• Accounts Receivable: Issue Invoices to Customers
• Coordinate travel plans, including meeting scheduling and itinerary, and material preparation.
• Coordination of Weekly Office Meeting & Construction Meeting
• Exercise good judgment in a variety of situations, with strong written and verbal communication, and administrative and organizational skills.
• Maintain appropriate confidentiality of information and decisions made within the office.
• Create meeting briefs and other documents/correspondence, Excel spreadsheets, and PowerPoint presentations, and other collateral material as needed.
• Perform other administrative functions as assigned such as but not limited to attending public events, responding to information requests, archiving documents, serve in special projects, and facilitating procurement processes.
• Tracking of Human Resource Details – Paid Time Off, Sick Days, etc.
• Event Planning and Marketing Coordination

OTHER DUTIES

Project Support

·       Real Estate Sales Transaction Coordination – Interface with Buyer, Realtor, Mortgage Lender, Title Company, City of Houston

·       Construction Contract Review and Facilitation

·       Construction Software Management – Ressio: Budget Updates, Issuance of Purchase Orders, Project Tracking

·       Accounts Payable: Review Invoices and Confirm Work Completion with Site Staff; Payment Check Review and Printing

·       Accounts Receivable: Issue Invoices to Customers

·       Solicit and Review Bids from Vendors and Subcontractors

·       Liaise with Vendors and Subcontractors

·       Support Product and Material Order Management and Tracking

·       Support Preparation of Construction Draw Package for Lender

·       Liaise with external parties on Home Sale Compliance Items including Lien Release and Land Use Restriction Agreement (LURA) Recordation

Qualifications

Three (3) years of administrative experience or other demonstrable professional work experience in the construction and or real estate sector REQUIRED. Excellent verbal and written communication skills