- Processing of invoices and pay applications related to project expenses including but not limited to setting up vendors, ensuring the appropriate insurance coverage is obtained and submitted (including required insurance certificate(s), tracking payments in database systems to ensure timely payments, verifying invoice amounts are within budget and in compliance with contract terms. Set-up and maintenance of project and management files according to established filing criteria.
- Set-up, maintenance and tracking of job codes and cost categories in database systems in conjunction with project entities, project budgets and assigning of contracts.
- Coordinate the processing of new contracts including but not limited to understanding various contract types and situations for appropriate template use, monitoring the contract process to completion, tracking signatures and verify coding before uploading/filing to database systems.
- Manage calendars including but not limited to scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for project staff members and sending out meeting requests on behalf of the Project Lead.
- Maintain current and applicable insurance certificate(s) and request updated certificates as required.
- Manage document controls including but not limited to; discretionary and non-discretionary approvals, agency releases/declarations/determinations, recordation such as easements, covenants, tract maps, construction documents, A/E design and engineering plans and specifications, contract/change orders, closeout documents
- Responsible for sharing and uploading documents and communication on web-based project management site.
- Recording and distribution of project meeting minutes to project stakeholders.
- Monthly construction progress reporting including but not limited to schedules, applications for payment, etc.
- Manage/update contacts in Outlook
- Bachelor's Degree
- A minimum of 2-3 years of experience in a real estate development or construction firm providing similar development support functions.
- Experience with Microsoft Office including Outlook, Word, Excel, Project, Powerpoint required.
- Demonstrates proficiency with document management/storage software.
- Experience with accounts payable software such as Yardi, Ebix desirable.
- Experience with office equipment such as printers, copiers, scanners.
- Accuracy and timeliness of work product
- Peer-to-peer/co-worker/direct report satisfaction
- Compliance with company and departmental policies and procedures
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