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Administrative Assistant
Job Field: Government Jobs
Location: SANDY, UT
Job Type: Full Time
Location: SANDY, UT
Job Type: Full Time
JOB SUMMARY:
Under the direction of the General Manager (?GM?) of Miller Family Real Estate (MFRE), the Administrative Assistant (?AA?) provides support to the functional areas within MFRE?including the General Manager, Design Construction Management, Facilities Management, and Jordan Commons Management. General Management support includes, maintaining efficient and organized filing system for all projects, letter writing, copying, scanning, ordering supplies, and other organization/administration activities. Construction support includes, managing invoices and pay applications; managing hard paper and electronic filing systems, creating construction books, and updating project reports. Facilities Management support includes scanning property related documents, organizing and maintaining comprehensive property files for each property in the system, and assisting with property tax evaluation and payment. Jordan Commons support can include assisting in tenant improvement projects. Helpful Capabilities/Characteristics ? Associate degree, or equivalent several years experience working/assisting in, general business management, basic accounting, property management, or construction management. ? Some proficiency in project tracking software. Required Capabilities/Characteristics ? Strong organizational, time management and communication skills (verbal and written) ? Professional/high caliber written correspondence, document checking and report preparation. ? Ability to work multiple projects simultaneously and prioritize the process appropriately. ? Maintain independent awareness of deadlines and prioritize tasks to meet those deadlines. ? Proficient in MS Excel, MS Word. ? Ability to track and manage purchase orders, invoices, payment applications and related items. ? Ability to interact with internal clients, co-workers and vendors in a professional manner. ? Takes ownership of tasks assigned and is proactive in analyzing tasks/issues/developing situations in order to recommend and implement solutions and alternatives. ? Able to work independently, without undue scheduling/reminders. Seeks help/clarification in timely fashion. ? Willingness to conform to company policies and be involved in appropriate training. ? Exhibiting strong ?can do? attitude, team player focus and the highest ethical conduct. Core Responsibilities ? Assist GM in tracking information, maintaining records, report preparation, general office administration (ie; filing, correspondence, etc) and other required activities. ? Support the various MFRE managers, in their operational oversight of activities relating to general management, design and construction, facility maintenance/upgrades and property management. ? Assist in managing the flow of activities and in tracking progress and completion. ? Create, organize, and/or manage project documents, legal documents, various reports and other records for GM and other MFRE managers as necessary. ? Help create, manage, and maintain efficient and complete filing systems (both hard and electronic), and necessary data bases, in the various MFRE functional areas?with a particular focus on creating, organizing and maintaining comprehensive (and easily accessible/usable) property files for each operating property in the system. ? Manage invoices and pay applications and assist in creating purchase and task orders. ? Protect the legal, financial, and moral well-being of the Company. ? Be a teacher to support the efforts of other employees to be successful. ? Seek ways to provide superior support to clients and team members. ? Demand the highest ethical standards from self and others. ? Set an example of outstanding attendance, positive attitude, professionalism, including orderly and safe work environment. ? Communicate and resolve customer complaints to appropriate management. Physical Requirements ? Required to lift up to a minimum of 20 lbs. ? May be required to sit for an extended period of time.
Under the direction of the General Manager (?GM?) of Miller Family Real Estate (MFRE), the Administrative Assistant (?AA?) provides support to the functional areas within MFRE?including the General Manager, Design Construction Management, Facilities Management, and Jordan Commons Management. General Management support includes, maintaining efficient and organized filing system for all projects, letter writing, copying, scanning, ordering supplies, and other organization/administration activities. Construction support includes, managing invoices and pay applications; managing hard paper and electronic filing systems, creating construction books, and updating project reports. Facilities Management support includes scanning property related documents, organizing and maintaining comprehensive property files for each property in the system, and assisting with property tax evaluation and payment. Jordan Commons support can include assisting in tenant improvement projects. Helpful Capabilities/Characteristics ? Associate degree, or equivalent several years experience working/assisting in, general business management, basic accounting, property management, or construction management. ? Some proficiency in project tracking software. Required Capabilities/Characteristics ? Strong organizational, time management and communication skills (verbal and written) ? Professional/high caliber written correspondence, document checking and report preparation. ? Ability to work multiple projects simultaneously and prioritize the process appropriately. ? Maintain independent awareness of deadlines and prioritize tasks to meet those deadlines. ? Proficient in MS Excel, MS Word. ? Ability to track and manage purchase orders, invoices, payment applications and related items. ? Ability to interact with internal clients, co-workers and vendors in a professional manner. ? Takes ownership of tasks assigned and is proactive in analyzing tasks/issues/developing situations in order to recommend and implement solutions and alternatives. ? Able to work independently, without undue scheduling/reminders. Seeks help/clarification in timely fashion. ? Willingness to conform to company policies and be involved in appropriate training. ? Exhibiting strong ?can do? attitude, team player focus and the highest ethical conduct. Core Responsibilities ? Assist GM in tracking information, maintaining records, report preparation, general office administration (ie; filing, correspondence, etc) and other required activities. ? Support the various MFRE managers, in their operational oversight of activities relating to general management, design and construction, facility maintenance/upgrades and property management. ? Assist in managing the flow of activities and in tracking progress and completion. ? Create, organize, and/or manage project documents, legal documents, various reports and other records for GM and other MFRE managers as necessary. ? Help create, manage, and maintain efficient and complete filing systems (both hard and electronic), and necessary data bases, in the various MFRE functional areas?with a particular focus on creating, organizing and maintaining comprehensive (and easily accessible/usable) property files for each operating property in the system. ? Manage invoices and pay applications and assist in creating purchase and task orders. ? Protect the legal, financial, and moral well-being of the Company. ? Be a teacher to support the efforts of other employees to be successful. ? Seek ways to provide superior support to clients and team members. ? Demand the highest ethical standards from self and others. ? Set an example of outstanding attendance, positive attitude, professionalism, including orderly and safe work environment. ? Communicate and resolve customer complaints to appropriate management. Physical Requirements ? Required to lift up to a minimum of 20 lbs. ? May be required to sit for an extended period of time.
KEY REQUIREMENTS:
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