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
- YOUR PROPERTY RISKS, SEEN AND SOLVED. It was founded in 1982, and is headquartered in Denver, Colorado, USA, with a workforce of 201-500 employees. Its website is https://www.marxokubo.com/.