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Administrative Assistant (Real Estate) job

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Jacobsen|Daniels jobs
Job ID:  46737
Employer:  Jacobsen|Daniels
Job Category:  Airlines
Administrative Assistant (Real Estate)
Posting Closing Date: July 8, 2017

Position Description Summary:
This position is responsible for providing complex administrative support to the real estate acquisition unit, including  but not limited to, tracking the status of all transactions, coordinating updates to acquisition reports and maps, maintaining files, preparing board reports and correspondence, monitoring  acquisition schedules and activities, and proofreading and ensuring quality control for various types of documents. 

Additional responsibilities include:
•        Monitor, review and reconcile complex property expenditure reports, includes working with work with escrow company and relocation agencies regarding any discrepancies.
•        Monitor and track tenant relocation funds, unlawful detainer files, and other forms and notices related to property acquisition/tenant relocation.
General Competencies:
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential job functions:
  • Confidentiality - maintains confidentiality of privileged and sensitive information related to the firm, its' clients and its' vendors
  • Problem solving- identifies and resolves problems in a timely manner and gathers and analyzes information skillfully
  • Initiative - identifies and acts upon opportunities to enhance results; manages problems without needing to be asked
  • Interpersonal skills -competent in building and maintaining collaborative relationships throughout the organization and with clients and vendors
  • Oral communication- speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings
  • Written Communication- edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information
  • Planning/organizing- prioritizes and plans work activities, uses time efficiently and develops realistic action plans
  • Quality control- demonstrates accuracy and thoroughness and monitors own work to ensure quality
  • Adaptability-adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events
  • Dependability- consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance
  • Research - ability to use internet search engines and other tools to research and retrieve information
  • Productivity - ability to multitask and work in a fast-paced environment
  • Software/Office Equipment - proficient in computer software applications (i.e. Word, Excel, Power Point) at an intermediate level and ability to operate a variety of office equipment
  • Keyboard - Typing proficiency
  • Knowledge of architecture and planning firms, airports, aviation and the air travel industry is preferred
Office Management and Project Support:
  • Assists the Program Management Team leaders with setting up appointments, scheduling meetings, resolving conflicting priorities.
  • Researches options and arranges the most cost-efficient and convenient business-related travel arrangements for staff; assembles comprehensive travel itineraries including all background, contact information, and processing of travel authorization forms as required
  • Prepares, transcribes, composes, types, edits, distributes, and archives agendas and/or minutes/notes of meetings, as required
  • Maintains schedule of  meetings; drafts agendas and prepares minutes
  • Maintains contact lists, databases, and other project records
  • Answers the phone and greets visitors, as required for the office
  • Assists with document handling that includes preparation of presentation binders, printing and organization of meeting handout material, and upkeep of documents library
Contract and Account Management:
  • Responsible for coordinating with home office
  • Prepares and/or reviews  invoices for accuracy and adherence to applicable billing guidelines and ensures they are completed in a timely manner
  • Reviews expense reports for completeness and accuracy
  • Serves as a liaison between Project Administrator, Program Manager, Auditors, and J|D staff to provide timely responses to invoice data requests and corrections
Miscellaneous Administrative Functions:
  • Maintains LAWA  calendar of activities, events, conferences, travel and other relevant information
  • Mails, emails, and/or faxes documents; maintains internal contact lists, mailing lists and related information
  • Presents data clearly using graphical or narrative tools depending on intended audience
  • Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs analyses and calculations in the processing of data for recurring internal reports
Education and Experience:
  • A Bachelor's degree in Human Resources Management, Business Administration or related field is preferred, or an equivalent combination of education and on the job related experience
  • 5 years of experience providing professional support, preferably in a professional services field, as an administrative or executive assistant.

Location: Los Angeles, CA

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