Job Summary:
Under general supervision, uses knowledge and skills obtained through education, experience and/or training to provide a wide variety of administrative and project support services to Construction Project Managers in the Corporate Real Estate (CRE) department. Detailed instructions and established procedures and prescribed guidelines are provided to perform a variety of tasks requiring some evaluation, originality or ingenuity in making routine decisions. Supports the Project Managers in establishing new vendors, Purchase Order (PO) requisitions and invoicing/vouchers, and provides coordination between internal partners and external vendors/landlords for the real estate transaction team. Recommends solutions to moderately complex problems. Regular contact with internal customers and outside vendors is required to identify research and resolve problems.
Essential Duties and Responsibilities:
- Works extensively with multiple modules of the PeopleSoft system.
- Responsible for supporting Real Estate Construction Project Managers in the administration of projects.
- Establishes new vendor records within the Purchase Order system.
- Coordinates with Project Managers and vendors to accurately enter and issue Purchase Order Requisitions.
- Coordinates with Project Managers and vendors to accurately enter and issue invoices/vouchers for payment.
- Researches and resolves Purchase Order and invoice/voucher issues with appropriate internal/external parties.
- Works extensively with the Accounting group.
- Assists real estate transaction team with compilation of real estate documents for internal approval.
- Coordinates legal documents between internal and external parties as needed.
- Performs other duties and responsibilities as assigned.
Qualifications
Knowledge, Skills, and Abilities:
Basic Knowledge of:
- Project management concepts and methodologies.
- Concepts, principles and practices of providing administrative support.
- Purchase Orders.
- Accounting/financial systems.
Skill in:
- Organization and time management.
- Understanding complex problems as well as knowing when to ask for help.
- Operating standard office equipment and using required software applications.
- PeopleSoft experience preferred.
- Microsoft Excel, Word, and PowerPoint.
- Basic finance and accounting.
Ability to:
- Attend to detail while maintaining a big picture orientation.
- Organize, manage and track multiple detailed tasks and assignments with frequently changing priorities in a fast-paced work environment.
- Communicate effectively, both orally and in writing.
- Work independently as well as collaboratively within a team environment.
- Provide a high level of customer service.
- Establish and maintain effective working relationships at all levels of the organization.
- Identify new or alternative ways to improve practices and policies.
- Adapt to new practices and policies, including new software applications.
Educational/Previous Experience Requirements:
- High School Degree or Equivalent Degree and the minimum of one (1) year experience working in a professional office environment.
- Associate’s or Bachelor’s degree preferred.
~or~
- Any equivalent combination of experience, education, and/or training approved by Human Resources.
Licenses/Certifications:
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