Project Administrative Assistant

Project Administrative Assistant – Marx Okubo Associates, Inc.

Location:

White Plains, NY – Hybrid schedule (2 days in office, 3 days remote)

Pay: $25.00/hr – $29.00/hr (based on experience and skills)

Position

Description:

The Project Administrator (PA) contributes to the team by:

• Entering accurate job data into Dynamics 365
• Setting up the job folders
• Reading the contract for job specific details
• Ensuring the team is aware of any specific client guidelines
• Selecting appropriate templates
• Requesting documents from the client
• Coordinating and scheduling the site visit as needed
• Conducting government research for the subject property
• Completing assigned sections of the report
• Adding data from the Application for Payment to our spreadsheet template
• Reviewing the final product for continuity and language
• Converting all native documents into an electronic PDF deliverable and issuing it to the appropriate parties
• Creating and sending invoice(s)

The PA is also responsible for:

• Being the knowledge leader on company protocols and standards
• Typical administrative duties such as receiving couriers, answering the phone, office and breakroom inventory

The successful PA will:

• Display exceptional proofreading, editing, grammatical, content reading, and formatting skills
• Communicate professionally and confidentially with outside parties via phone and email
• Conduct basic research by phone and online
• Perform successfully in a self-directed manner as well as within a team
• Diligently communicate with the team to meet job deadlines
• Respond to fluctuating workloads and changing priorities with a positive attitude
• Organize details for multiple jobs, multiple clients, and multiple teams
• Have exceptional attention to detail
• Continuously seek to learn about our clients, building systems, real estate transactions, and how to be a valued team member
• Understand that the nature of our business is demanding and may require overtime and flexibility
• High school diploma or equivalent required

• Required proficiency in Outlook, Word, Excel
• Beneficial experience with Teams, Dynamics 365 (CRM), PowerPoint, Bluebeam, Box

• Must be able to remain in a stationary position 50% of the time
• Occasionally move about inside the office to access office machinery, collaborate with others, etc.
• Consistently operate a computer
• Frequently communicate with team members and exchange accurate information
• Recognize errors in written reports that may include photos and diagrams
• Lift up to 15 pounds at times

Marx Okubo performs background checks on candidates that receive a job offer, including education and professional certifications, driving record, court records, and professional references. Each check is reviewed individually for criminal and driving history violations and inconsistencies.

Benefits include 100% paid health insurance premiums, up to 30% match on 401(k) contributions, and competitive compensation.

Marx Okubo is an equal employment opportunity employer. The Company’s policy is not to unlawfully discriminate against any applicant or employee on the basis of race, color, sex, sexual orientation, gender identity, religion, national origin, age, military status, disability, genetic information or any other consideration made unlawful by applicable federal, state, or local laws. The Company also prohibits harassment of applicants and employees based on any of these protected categories.

It is also Marx Okubo’s policy to comply with all applicable state and federal laws respecting consideration of unemployment status in making hiring decisions.