Administrative Assistant Project Coordinator

Join one of the largest and most successful privately held commercial real estate firms in the nation. St. John Properties is distinguished by our commitment to customer service, achievements in green building, and top-rated workplace culture.

Job Summary:

This position entails administrative support of the Regional Partner and members of the local team. The objective of the position is to assist the team in advancing projects through the development and construction process, as well as, assist in receiving leasing requests and any other administrative tasks for the office.

Job Duties:

• Receive phone calls and office inquiries and direct to appropriate team member or HQ
• Aid in coordination and processing of development plans, construction documents, development agreements, and related materials
• Track projects as they move through the development review and approval process
• Maintain permits and securities database, prepare monthly expiration reports, and follow up with development and construction team members to ensure that approvals do not lapse.
• Correspond regularly, as directed by the Regional Partner, with the projects team, including in-house members and consultants to insure team coordination
• Receive, distribute and maintain records of all development paperwork and design materials, and insure that records are current at all times
• Coordinate release of due diligence materials such as environmental reports, surveys and geotechnical reports
• Input weekly invoices into Nexus Payables for processing and payment
• Assist with the preparation and presentation of weekly status briefings to senior management
• Occasionally organize and attend public forums, some of which are after-hours
• Assist Regional Partner with any other office administrative needs as they may arise
• Expense Reports
• Scheduling & Preparing for Project Meetings

Roles and Responsibilities:

This is an administrative position with associated entry level management responsibilities which has the primary function of supporting the Regional Partner. The roles and responsibilities of the position include:

• Filing, organization, and upkeep of project files including electronic and paper files with the primary objective of insuring that project files are continuously current
• Administrative support for the Regional Partner
• General support for interdepartmental needs pertaining to construction plans, land development, and leasing.
• Receive calls, direct to appropriate staff, and track project inquiries.

Job Qualifications:

Bachelor of Science or Bachelor of Arts degree. Must possess strong oral and written communication skills. Must demonstrate the ability to work both within a team and independently on assigned tasks, including unsupervised work off-premises. Due to the public nature of the development process, the position requires diplomacy and discretion. Individual must be able to operate basic office equipment such as a computer, scanner, copier, cellular telephone, etc., be a proficient typist and work in Microsoft Excel and demonstrate good organizational skills. Must posses a driver’s license. Work duties will take place on and off premises including office and field settings.

*Regular attendance onsite is an essential function of the job.