Office Assistant Project Management Real Estate Company

As an Office Assistant in a project management Real Estate Company, your primary responsibility is to provide administrative support to the project management team and ensure the smooth functioning of office operations. You will play a crucial role in assisting with various tasks related to project coordination, documentation, communication, and general office management.

Key Responsibilities:

1. Administrative Support:

• Assist project managers with administrative tasks, including managing calendars, scheduling meetings, and organizing travel arrangements.
• Maintain project documentation, including contracts, permits, and reports, ensuring accuracy and confidentiality.
• Prepare and distribute meeting agendas, minutes, and other project-related documents.
• Coordinate and track project-related expenses, invoices, and purchase orders.
• Assist in maintaining project files, both physical and electronic, ensuring proper organization and accessibility.

2. Communication and Correspondence:

• Serve as a point of contact for internal and external stakeholders, including clients, contractors, and vendors.
• Answer phone calls, respond to emails, and handle routine correspondence.
• Assist in drafting and proofreading project-related communications, such as memos, letters, and emails.
• Coordinate and facilitate effective communication between project team members, ensuring timely dissemination of information.

3. Data Management:

• Assist in collecting, organizing, and maintaining project data, files, and records.
• Support in compiling data and generating reports as required by project managers.
• Assist in analyzing and summarizing project-related data for reporting purposes.
• Ensure the confidentiality and security of sensitive project information.

4. Project Support:

• Collaborate with project managers to track project milestones, deadlines, and deliverables.
• Assist in updating project schedules and coordinating tasks with team members.
• Support project managers in preparing project presentations and reports.
• Attend project meetings, take notes, and follow up on action items.

Qualifications and Skills:

• High school diploma or equivalent; additional education or certification in office administration or project management is a plus.
• Proven experience in an administrative or office support role, preferably in the real estate or construction industry.
• Strong organizational skills with meticulous attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
• Ability to prioritize tasks, multitask, and meet deadlines in a fast-paced environment.
• Strong interpersonal skills and the ability to work effectively in a team.
• Discretion and confidentiality when handling sensitive information.
• Familiarity with project management processes and terminology is desirable.