Project Administrative Assistant

Marx Okubo Associates, Inc. is a national architecture/engineering/construction consulting firm that collaborates with real estate owners, investors, and lenders. They are seeking a Project Administrative Assistant who will support the team by managing job data, coordinating client communications, and ensuring project deliverables are met while maintaining high standards of professionalism.

Responsibilities

• Entering accurate job data into Dynamics 365
• Setting up the job folders
• Reading the contract for job specific details
• Ensuring the team is aware of any specific client guidelines
• Selecting appropriate templates
• Requesting documents from the client
• Coordinating and scheduling the site visit as needed
• Establishing deliverable due dates
• Conducting government research for the subject property
• Uploading documents received
• Completing assigned sections of the report
• Manipulating photos into our template
• Adding data from the Application for Payment to our spreadsheet template
• Reviewing the final product for continuity and language
• Converting all native documents into an electronic pdf deliverable and issuing it to the appropriate parties
• Creating and sending invoice(s)
• Being the knowledge leader on company protocols and standards
• Typical administrative duties such as receiving couriers, answering the phone, office and breakroom inventory

Skills

• High school diploma or equivalent required
• Proficiency in Outlook, Word, Excel
• Exceptional proofreading, editing, grammatical, content reading, and formatting skills
• Ability to communicate with appropriate outside parties via phone and email displaying a high degree of professionalism and confidentiality
• Comfortable conducting basic research by phone and online
• Ability to perform successfully in a self-directed manner as well as within a team
• Diligently communicate with team to meet job deadlines
• Respond to fluctuating work loads and changing priorities with a positive attitude
• Organize details for multiple jobs, multiple clients, and multiple teams
• Exceptional attention to detail
• Continually seek to learn about our clients, building systems, real estate transactions, and how to be a valued team member
• Understand the nature of our business is demanding and that a certain amount of flexibility is critical, and overtime is sometimes required
• Must be able to remain in a stationary position 50% of the time
• Occasionally move about inside the office to access office machinery, collaborate with others, etc
• Consistently operates a computer
• Frequently communicates with team members. Must be able to exchange accurate information
• Must be able to recognize errors in written reports that may include photos and diagrams
• Must be able to lift up to 15 pounds at times
• Beneficial experience with Teams, Dynamics 365 (CRM), PowerPoint, Bluebeam, Box

Benefits

• 100% paid health insurance premiums
• Up to a 30% match on your 401(k) contributions
• Internal growth
• Continuing education
• Mentor/mentee opportunities
• Competitive compensation

Company Overview