Administrative Assistant

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.

• 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.