Office Assistant

Company: 101 Construct LLC
Location: Scottsdale
Posted on: May 13, 2022

Job Description:

Job Description 101 Construct is a boutique construction company that primarily works on multifamily properties specific to the principle---s real estate portfolio. The owner is a second generation Contractor and Real Estate Investor with six years in the valley and over 25 years of experience in California. We are looking to add a motivated and upbeat individual who is organized and loves numbers to our team. Our office is located in the Scottsdale Airpark area near N Hayden Road and Raintree. We are a low traffic office, as we primarily handle our own portfolio projects. As Office Assistant, the incumbent aids in the day to day operations of numerous construction projects and administration functions of various real estate holdings entities and transactions. In addition, the position requires knowledge of basic real estate terminology and legal documents to aid in acquisition and disposition processes. The candidates duties are carried out in close coordination with the construction and property management division. The administration position includes significant contact with all areas of the company, project manager(s), sub contractor(s), field worker(s). Other liaison duties include working in coordination with the Director of Operations--- Executive Assistant and Property Management Company. Serve as point person in coordinating and communicating on entities at all levels with the utmost confidentiality. Independently compiles confidential briefing materials to help prepare meetings and presentations. Required: -- Bookkeeping or Accountant Experience -- Clerical knowledge of corporate administration such as deadlines to file state compliance forms and other compliance -- Demonstrated experience with management and administration in complex organizations. -- Strong interpersonal skills, effective communication skills, and people skills -- Strong and demonstrated verbal and written communication and interpersonal skills to work effectively in a confidential executive environment. -- Demonstrated high-level skill in managing complex and changing calendars and schedules. -- Skill in revising and prioritizing executive activity to meet urgent requests and shifting priorities. -- Strong ability to read correspondence, reports and other communication in a critical and analytical manner, and to respond appropriately. -- Demonstrated, extensive skill in developing and managing paper and electronic systems for communication, tracking and reporting in an environment that demands a high degree of confidentiality, accuracy and timeliness. Ability to systemize information and material that is readily retrievable. -- Skill in event and meeting planning for executive purposes. -- Strong organizational, planning and logistical management skills for an executive environment -- Ability to anticipate needs and appropriate outcomes. -- Ability to use spreadsheet software to display statistical findings, create budgets, create charts and graphs, and run descriptive statistics. -- Outstanding organizational skills to manage multiple projects and perform efficiently and courteously in a fast-paced environment with conflicting priorities and frequent distractions and interruptions. -- Demonstrated sound judgment and ability to work independently, set priorities, and maintain them while coping with fluctuating workload and completing requirements. -- Strong interpersonal skills and demonstrated ability to build cooperative, effective relationships with administration, employee, vendor, and property management. -- Strong knowledge of Microsoft Word, Excel, Adobe Acrobat, Docusign ---Preferred: -- Quickbooks Experience -- Buildertrend -- Appfolio -- Dropbox -- Asana -- Demonstrated experience with management and administration in complex organizations. -- Project Management or Assisting in Project Management, reporting and reimbursement. -- Experience working with REITS -- Transaction Coordination experience -- Skill in using presentation software, including PowerPoint. -- Skill in CRM technology. -- Experience and skill in creating excel worksheets -- Knowledge of legal writing -- Knowledge of construction permitting process -- Knowledge of escrow process and documents Job Details -- Answer incoming calls -- Scan all incoming mail -- Maintain all files -- Email incoming mail to designated e-mail recipient(s) -- Upload scanned mail to Dropbox -- Upload invoices to Quickbooks -- Download billing statements -- Match up transactions -- Review, assign, and follow up on incoming work orders -- Accept deliveries -- Prepare delivery tickets -- Bank deposits -- Miscellaneous errands -- Assist with bookkeeping -- Provide inventory of management of office supplies The incumbent independently coordinates the flow of incoming and outgoing communication, including management of work orders, mail, calendar, personal appointments and travel schedule. The incumbent is responsible for administrative planning. Responds to activities, issues and initiatives of the organization in an environment of complexity and urgency that requires creative action, often at times that are not standard to the regular work day. Seniority Level Associate Industry Real Estate, Investor, Construction Employment Type Full-time Job Functions Administrative Bookkeeping The position is a desk position and requires sitting for extended periods of time and sitting in front of the computer The position requires some customer service functions Must be able to lift at least 25 lbs (File Boxes) Position requires occasional errands Must have a valid drivers license and own vehicle Company Description Over 45 years combined experience in the construction/real estate industry.

Keywords: 101 Construct LLC, Scottsdale , Office Assistant, Administration, Clerical , Scottsdale, Arizona