Administrative Assistant

Newland Communities

(Phoenix, Arizona)
Full Time
Job Posting Details
About Newland Communities
Newland Real Estate Group, LLC. is a diversified real estate company leveraging a national platform and over 40 years of experience to perform challenging and diverse development, investment, management and advisory services across a wide range of real estate.
The Administrative Assistant position for the Phoenix Division is a multi-faceted role and is an integral part of the operations team. Generally this person will provide high-level administrative support to the Phoenix Operations Team.
**Project Coordination and Organization:** * General Administrative – answering and screening incoming calls, meet & greet, printing, coping, scanning, mailing, records retention, expense reports, travel plans, professional organization memberships, track lien releases, maintain and support SVP’s calendars * Office Management – manage and order office and kitchen supplies; make reservations/order lunches, maintain presentation of office(s), manage office equipment leases (copier, postage meter, etc); serve as division information systems contact; manage project filing system and plans/plats/permits on both electronic and physical filing system and location of files, acquire knowledge of company’s record retention process * Prepare team meeting agendas, transcribe and distribute meeting minutes and follow up on action items * Coordinate/Schedule meetings, conference calls, prepare conference rooms for live meetings/presentations/exhibits, etc. * Maintain master list of contacts for holiday cards, invitations to events, etc. * Manage and obtain monthly report status * Assist with staff coordination to maintain schedule and track completion of status reports and other time sensitive responsibilities * Obtain approval of work completed from team members to process invoices quickly **External Coordination:** * Ensure various individuals or groups are included on correspondence and copied appropriately * Manage "stock" information and project permits and send out as requested or needed to builders, agency officials, contractors, other Newland offices, partners, etc.
Ideal Candidate
* Excellent communication (written and verbal) and interpersonal skills * Accuracy focused and detailed oriented * Strong organizational and administrative transcribing skills * Strong work ethic and time management skills * Ability to work effectively in a fast-pace environment, with dynamic priorities and deadlines and in collaboration with diverse groups of people * Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and Publisher programs to support project reports and marketing activities; basic knowledge of Microsoft Project is preferred. * Ability to work independently, be proactive, a self-starter, quick learner and a team player, be able to take and give direction.


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