Administrative Assistant

Posted: 09/09/2022
Full Time
New York, NY
CIM Group is a real estate investment firm that does the full cycle in-house: investment, construction/development, and property management. Our portfolio includes luxury commercial and residential assets, as well as hospitality, industrial, and entertainment. Some of our exciting projects include the Centennial Yards in Atlanta, Wynwood Square in Miami, and 85 Jay in Brooklyn.

The Development team manages the development process from the inception of the transaction through the construction and delivery of each project.  Development team members specialize in land use, design, and construction management and employ these skills across a wide range of asset types in all the diverse geographies in which CIM operates. The Administrative Assistant provides support to the Development team in New York.
  • Manage calendars including but not limited to; scheduling meetings, and conference calls, accepting and/or declining and/or rescheduling meetings for various staff members, and sending out meeting requests on their behalf.
  • Coordinate meeting set-ups including video/audio conference set-up, ordering food/beverages, preparing agenda, and other meeting materials, or taking meeting minutes.
  • Manage and maintain office including but not limited to stocking/refilling supply closet/kitchen, coordinating with building landlord, assisting with office organization, provide as-needed support to the receptionist on the 8th floor.
  • Making and/or coordinating travel arrangements including but not limited to; booking flights, hotels, ground transportation, and updating itineraries for both domestic and international travel as required.
  • Sort and distribute incoming mail to staff member(s); forward misdirected mail to the appropriate party.
  • Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery, and intra-company.
  • Maintain and update contracts to Outlook.
  • Prepare and process expense reports for staff member(s).
  • Prepare and coordinate contracts, purchase orders, change orders, and work orders including but not limited to creating agreements as needed, coordination of insurance and approvals, signature coordination, filling out approval forms, and obtaining Lead approval and distribution.
  • Request new Cap-Ex/TI job set-up through Development/Construction Accounting and coordinate approvals.
  • Processing of invoices related to construction projects including but not limited to; setting up vendors, ensuring the appropriate insurance coverage is obtained and submitted, tracking payments in system to ensure timely payments, verifying invoice amount is within budget and in compliance with contract or agreement and utilizing appropriate related contract, job and cost codes.
  • Assist department executives and employees to create/submit expense reports for reimbursement including but not limited to; travel expenses, credit card reconciliation for company purchases, company event expenses, and act as backup for processing candidate-related expense reimbursements.
  • Submit documentation request for approval to reimburse TA
  • Process construction deposits, including verification of paperwork and deductions
  • Order various plan copies or files
  • Set up and maintenance of departmental, management, and/or construction files according to established criteria related to; contracts, documents, correspondence, agreements, reports, etc
  • Distribute any other communication to project team (Bulletins, Addendums, etc.
  • Track insurance expiration
  • Responsible for the creation of Excel spreadsheets/Word documents as required by job duties
  • Special projects such as; conducting internet searches, preparing special reports, responding to information requests.
  • Provide support to the other Administrative Support staff in assigned departments/organizations and fill in when needed.
  • Access to information requires discretion and judgment to maintain an appropriate level of confidentiality.
  • Assist the department to streamline processes 
  • Bachelor’s Degree preferred
  • 3 to 5 years’ experience working in an administrative support position in construction and/or commercial real estate industry.
  • Expert knowledge and demonstrated proficiency with PowerPoint, Outlook, Excel, Word and Adobe.
  • Experience with Nexus or similar A/P software
  • Experience with Knowledge Tree or other document storage software.
  • Full understanding of the CIM policies and procedures, especially as they relate to tenant improvement, capital projects and administrative tasks, and the functional specialization associated with incumbent’s assigned responsibilities (e.g. Property Operations, Leasing, Development, Construction, etc.)
  • Proficient with Microsoft Office including Outlook, Word, Excel, PowerPoint required.
  • Experience with video conferencing software.
  • Experience with document management software such as SharePoint.
  • Experience with accounts payable software such as Nexus Payables or Avid is a plus
  • Proficient with office equipment such as printers, copiers, scanners, mail metering machines.
  • Ability to read and comprehend simple instructions, short correspondence and memos.
  • Ability to write simple correspondence and/or reports.
  • Ability to take notes quickly during meetings and write meeting minutes for distributions
  • Ability to respond to common inquiries or complaints from staff members, other department members and/ or contacts in the business community.
  • Ability to apply common-sense understanding to carry out instructions.
  • Ability to solve practical problems.
  • CIM does not accept unsolicited resumes from Agencies.  Any unsolicited resumes received from Agencies will be considered property of CIM and no fees will be due or paid.  If you wish to become an approved Agency with CIM or any of its Affiliates, please contact a member of the CIM Talent Acquisition Team.