Job Overview
We are seeking a dynamic and detail-oriented Real Estate Administrative Assistant to join our team!
In this role, you'd provide administrative, organizational, and communication support across the Luizzi Real Estate divisions. This role serves to ensure all operations run efficiently and effectively while maintaining professionalism and confidentiality in all aspects.
Responsibilities
Luizzi Construction Services/Luizzi Development
- Maintain an organized filing system
- Organizing due diligence items
- Maintaining Project files
- Organizing contract documents
- Managing change order documentation
- Collecting Certificates of insurance
- Coordinating subcontractors’ paperwork
- Tracking lien waivers
- Assisting with project closeout documentation
- Assisting with grant & incentive documentation
- Preparing development pitch books
- Project manager assistance as needed.
Luizzi Property Management
- Processing Maintenance Work Orders for Commercial Properties
- Assisting in tenant communications
- Tracking insurance certificates/renewals
- Assisting with move-in and move -out paperwork
- Preparing tenant notices
- Organizing inspection records
- Assisting with vendor scheduling
- Responsible for transmitting tenant surveys to appropriate parties
General Office Duties
- Draft Professional Correspondence
- Coordinate communication between departments
- Manage incoming & outgoing mail – distribute as needed.
- Help keep common areas organized & stocked for client meetings
- Responding to general calls and company emails
- Vendor Communication to set up or fix billing accounts
- Assistance with year-end tax organization
- Maintain confidentiality of sensitive information/records
- Assist with customer service issues
Financial support
- Invoice Management
- Process invoices for approvals & track through process
- Scan & enter invoices as directed
- Review monthly vendor statements to ensure all invoices are accounted for.
- Maintain Vendor Files
- Collect W-9s
- Assist with budget tracking
- Coordinate document requests for lenders
- Assist with report requests
Core Accountability:
Responsible for coordination, organization, communication and administrative execution to assist project managers, property managers, construction managers, accounting managers and executives. This role is expected to be proactive, highly organized, detail oriented and capable of managing multiple priorities in a fast-paced environment.
Benefits Include:
- Health Insurance, Vision Insurance and Dental Insurance offered, including one company plan completely paid for by the company or other programs offered at a discounted rate
- 401k/Roth Retirement Plan options after 3 months of employment with the company match up to 5% with full vestment to all contributions Employee and Employee after 2 full years of employment
- 6 paid Holidays (please refer to company handbook)
- A generous PTO package without a wait period.
- Access to a full range of EAP (Employee Assistance Program) offerings
- Access to AFLAC and their extensive future protection lines at a largely discounted rate
- Participation in the company wide Safety Boot Reimbursement Program
- Multiple Training and Advancement opportunities that include Tuition Reimbursement, Defensive Driving Classes, CPR Classes and more.
- $10,000 Life Insurance Paid for by the Company upon Hire
- Access to additional life insurance as part of the company’s ongoing relationship with Colonial Life
- On-site company gym
Luizzi Companies is an Equal Opportunity Employer.
Pay: $52,000.00 - $59,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Work Location: In person
