JOB SUMMARY
The purpose of this position is to provide business operations administrative support to Project and Management teams and oversight on complex project documentation preparation; escalation point for project commitment, invoice & pay application processing; financial reconciliations; project reporting; 'administrator' role for project technology tools.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Performs administrative duties such as conducting research, updating and maintaining databases, preparing company forms and maintaining confidential files.
Serves as an administrative liaison to others within/outside the department/company regarding administration issues in areas such as accounting (expense reports), marketing (proposal collateral, client events).
Creates and initiates correspondence and memoranda; compiles and prepares data for administrative reports and presentations.
Enters project information and data into project management technology tools (software applications, web-based tools, job cost accounting tools).
Processes invoices, draws and pay applications for development projects. Acts as a point of contact for escalated matters among the team. Assists with project administration deliverables (i.e. meeting minutes; budget tracking; schedule updates; move management; closeout).
Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements.
Responsible for opening, sorting, prioritizing and distributing inbound mail. Coordinates services for outbound mail.
Administers the department/business unit record keeping system; updates various department/business unit records and publications; ensures that department/business unit files are maintained in accordance with company policies and procedures; reviews requests for information and determines the appropriateness of release.
Other duties may be assigned.
SUPERVISORY RESPONSIBILITIES
No formal supervisory responsibilities in this position. May provide informal assistance such as technical guidance and/or training to coworkers. May coordinate work and assign tasks.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
High school diploma or general education degree (GED) required. Associate's degree (AA) or equivalent from two-year college or technical school highly preferred. Minimum of four years of related administration experience, supporting Construction and/or Development Projects and general team support.
COMMUNICATION SKILLS
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
FINANCIAL KNOWLEDGE
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
REASONING ABILITY
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES
Intermediate experience with Microsoft Office Suite. Must have a strong command of the English language and excel in the areas of spelling, grammar and punctuation.
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
WHO WE ARE:
Trammell Crow Company provides best-in-class development services to real estate occupiers and investors.
Founded in 1948, Trammell Crow Company (TCC) has developed or acquired more than 2,700 buildings totaling 590 million square feet with a value of over $65 billion. With professionals in 18 major U.S. cities and the U.K., we serve occupiers and investors in office, industrial, retail, healthcare, mixed-use and multi-family residential properties. TCC is the largest commercial real estate developer in the U.S. with $13.9 billion in active projects in process, and an additional $5.8 billion in the pipeline as of March 31, 2020. The company acquires premier sites in the most desirable markets, procures optimal entitlements, and directs the design, construction and leasing of assets. TCC builds sustainable properties that generate long-term economic benefits through timeless design, superior functionality, and smart technology. Every development is rigorously vetted by our investment committee, and the company employs a conservative capital structure to mitigate risk.
As an independently operated subsidiary of CBRE, the world's largest real estate services firm, TCC enjoys ready access to the nation's top project execution teams and transaction advisors; the industry's strongest balance sheet; an unparalleled technology platform; and world-class proprietary research.
