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Administrative Assistant/Contracts Administration, Construction

Company: Weingarten Realty Investors
Location: Boca Raton
Posted on: August 30, 2020

Job Description:

Administrative Assistant/Contracts Administration, Construction DepartmentBoca Raton, FLTeamwork is a main focus along with a positive and professional attitude. Must enjoy working in a fast-paced environment and show true individual initiative in daily work to support the Construction Team.Essential functions and responsibilities include:* Prepare new consultant, contractor and vendor paperwork, including professional service agreements and construction service agreements.* Enter corresponding purchase orders and change orders into accounting system.* Establish vendors within accounting system by securing W-9's, COI's, etc.* Process, code and track invoices for payment, including general contractor payment applications.* Prepare and track check requests.* Process construction tender packets and tenant allowance requests.* Reconcile accounting system with project budgets.* Coordinate communications and establish service with utility companies.* Communicate with municipalities, including development services departments.* Manage multiple calendars, coordinate appointments, meetings, conference calls.* Participate in project meetings, take notes and prepare meeting minutes.* Make travel arrangements, code and process expenses for manager approval.* Develop and maintain filing systems for development and construction projects.* Develop and maintain positive relations with corporate and regional offices.* Communicate with vendors, consultants, contractors and tenants in a courteous and professional manner via phone and email.* Prioritize multiple tasks as needed, continue to adapt and innovate for maximum efficiency and profitability in a dynamic environment.Essential knowledge and skills :* Strong working knowledge of contract management/associated accounting processes, including coding invoices by job number and cost code, understanding of GL accounts and tracking projects expenses against approved budgets; experience with JDE a plus.* Strong computer skills, including advanced proficiency in MS Word, MS Excel. MS PowerPoint, .pdf Programs and knowledge of MS Project a plus. Ability to learn and master new computer software quickly is also required.* Strong understanding of commercial real estate terminology and basic knowledge of transactional legal terminology a big plus.* Strong verbal and written communication skills, including the ability to draft professional correspondence from brief conversations and/or short notes.* Ability to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form.* Ability to draft, proofread and edit reports and correspondence.* Highly organized with strong time management skills and the ability to juggle multiple and sometimes conflicting priorities from multiple managers.* Ability to work as part of a team with individuals in different regions of the country.Education and experience:* Minimum of 2-5 years increasingly complex administrative experience* Bachelor's degree strongly preferred; high school diploma or equivalent required* Experience in the commercial real estate, construction or transactional legal services industry strongly preferred* JDE Enterprise One experience a plusWeingarten is an EEO Employer; including Women, Minorities, Veterans and Disabled.

Keywords: Weingarten Realty Investors, Boca Raton , Administrative Assistant/Contracts Administration, Construction, Professions , Boca Raton, Florida

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