The Company’s vision, mission, promise, culture, values and goals are at the heart of every decision made. The Company takes pride in and fiercely protects its 5 core fundamental values:
- Disciplined – Prepare for anything. Anticipate, ask questions and clarify. Own every moment. Don’t run from risk; mitigate it to create value. Keep your eye on the prize while obsessing over the details.
- Driven – Work with passion and ambition. Be relentless and work with urgency.
- Bold – Pioneer true innovation and be motivated by the unknown. Thrive in uncertainty to outperform the expected.
- Authentic – Work without ego and be a doer, not a talker. Be fair but candid and always willing and able to roll up your sleeves.
- ‘Cowboy Family’ – Be all in with the firm; pushing and protecting each other to achieve greatness and exceed all expectations. Take pride in being a difference maker and for making a material impact.
This unwavering focus makes the Company a recognized and well-respected vanguard in the industry and maintains the framework that allows for superior communications, sound and decisive decision making, diversity of thought, and unparalleled business practices, rigor and innovation.
General Position Summary:
The Investment Assistant is responsible for providing general and administrative support for development and investment teams.
Essential Functions/Major Responsibilities:
Full Administrative Support to the Investment/Development Leadership:
- Provide full administrative support, including phone support, correspondence, mailing, photocopying, filing, scheduling meetings, arranging conference calls, creating presentations, and all general office administration duties.
- Provide primary back up coverage for receptionist for rest and meal breaks, vacations, and other absences.
- Process expense reports for the investment/development teams and Asset Services leadership.
- Support invoicing, budget reconciliations and tracking with vendor invoicing.
- Assist with the planning, coordination, and implementation of special events and functions.
- Maintain company library (market reports, competitive databases, subscriptions, and publications).
- Support creation of market analysis of rents, comparable lease and sale transactions, competitive supply, market vacancies, and other market information as requested.
- Compare historical costs to current budgets as needed, review historical vendor activity and reconcile to budget using invoices and available accounting records.
Assist & Coordinate with Marketing/Leasing/Construction Management
- Assist & coordinate marketing activities including creation of collateral, correspondence with brokers, prospects and vendors.
- Aid in drafting proposals and lease documents, track changes, maintain correspondence and leasing files.
- Assist with the preparation of TI pricing templates and general file assembly to support TI pricing responses, and track certificates of payment.
- Identify and research vendors for specific tasks as needed. Coordinate the vendor selection process including interviews and scoring under the Investment Director/Senior Development Manager’s guidance.
- Draft vendor contracts with direction for all design and third-party consultants.
- Assist in the development of and track and maintain vendor budgets.
- Monitor, assist in coding and reconcile invoices to the original budget identifying changes in scope and fee. Coordinate the contract with accounting.
- Communicate changes in a timely and accurate manner with the person responsible for the contract and accounting.
- Maintain, coordinate, and assist with updates to the Policies & Procedures library on the company Intranet
- Schedule and coordinate trainings and presentations
- Other duties as assigned.
Specific Job Skills:
- Excellent grammar, spelling, composition and proofreading skills.
- Strong computer skills, including Microsoft Office suite (including Outlook, Word and Excel) and Adobe.
- Working knowledge of PowerPoint and ability to creatively prepare and assemble presentations is a plus.
- Ability to work independently with minimum supervision.
- Ability to apply common sense understanding to carry out detailed written or oral instructions.
- Ability to handle a multi-line phone system with a high volume of calls.
- Strong organizational skills, including filing, and follow-through capabilities.
- Ability to work effectively with the public and to work cooperatively with other staff.
- Strong communication skills, including the ability to use tact and diplomacy in sensitive situations.
- Ability to deal with interruptions effectively, and successfully perform multiple tasks, prioritize work, meet deadlines, and respond to changing needs and requests.
- Professional demeanor and appearance.
- Flexibility to work outside of normal business hours (primarily weekday mornings and evenings) to meet peak workload demands and deadlines.
Education and Experience:
High school education with some higher education or vocational training required, Associate or BA Degree preferred. Three to five years of administrative experience required.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The office is an open workplace environment. The noise level in the work environment can be high and somewhat disruptive but is usually moderate consisting of usual business office sounds including but not limited to computers, printers, telephones, and light traffic.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to walk, sit and use hands and fingers to handle or feel. The employee is required to talk and must be able to read. The employee is occasionally required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
Schnitzer West is an Equal Opportunity Employer.