Administrative Assistant Job at Neyer Properties, Inc. in Cincinnati

Neyer Properties, Inc., a full-service commercial real estate organization, is seeking an experienced, full-time Administrative Assistant. The Administrative Assistant will report directly to the Director of Operations. The qualified candidate will work directly with the CEO and Management Team to perform a variety of administrative duties.Responsibilities:Process company credit card statements, including gathering receipts, coding, and getting signature sign-offsEnsure all common areas, including conference rooms, are orderly and stocked appropriatelyCoordinate maintenance of office equipment including printersHandle incoming and outgoing correspondence including mail, faxes, etc.Ordering, receiving, distribution and storage of office and breakroom supplies; including checking office supplies inventory bi-weeklyPromptly answer calls coming into the office and direct appropriatelyGreet those entering our office and assist in their needsPrinting large files & plans to the plotter and/or coordinate to have larger sets of plans printed by third partyScanning/saving of documents and communicating the saved locationMeeting preparation items including printing, collating documents, and putting into a presentation formatCheck requests and coding of invoices for Asset Management, Development, and Construction, as neededSetting up new third party vendors including obtaining W9 and completing new vendor forms, in conjunction with AccountingMaintain Corporate Contact databaseMay be required to assist with meetings and/or coordination of internal eventsSchedule internal and external meetings as assigned as well as manage speaking engagements ensuring Executives are fully prepared for all meetings and eventsHandle external professional organization event registration for all employeesOther duties as assignedAdditionally, previous knowledge of development/construction industry is a plus, or the candidate should possess the ability/willingness to learn over time to manage tasks such as the following:Drafting third party contracts for various vendors for soft cost items and construction contractsDrafting/managing change orders on above contractsAssisting in collection of final lien waivers, warranties, and all other project close out items and coordinate approval/payment of final retainageAssist with schedules of value/bank draw requests on development projects when a lender or partner is involved (to be led by the Project Manager)Desired Attributes:Associate’s degree preferred but not mandatoryPrior experience as an Administrative Assistant in the Real Estate or Construction industry preferred but not mandatoryProficient in Microsoft Office applications with the ability to become familiar with additional software as neededAttention to detail in composing, typing and proofing materials, establishing prioritiesExcellent written and verbal communication skillsCurious, coachable, hungry, humility, emotionally intelligent and collaborativeStrong organizational and time-management skills with the ability to handle interruptionsExceptional interpersonal skillsWillingness to assume additional responsibilities as needed beyond the initial position scopeFriendly, mature and professional demeanorExceptional customer service skills and professional phone manner
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