Office Administrative Assistant

Job Description

Job Description

Benefits:

• 401(k)
• Health insurance
• Paid time off
• Dental insurance

OFFICE ADMINISTRATIVE ASSISTANT – POSITION OVERVIEW

About Design Pro Development LLC:
Design Pro Development LLC (DPD) is an established residential development company that specializes in bespoke single-family estates, thoughtfully designed condominiums, and innovative multifamily buildings across the Greater Philadelphia Region. Design Pro Development LLC owns a $120MM portfolio with an additional $40MM+ of new development projects in the pipeline for 2025. We currently have a pipeline of coveted development sites under contract in highly sought after locations in Montgomery County and Bucks County. We pride ourselves on our commitment to excellence in every aspect of our developments. Our expertise lies in acquiring, designing, constructing, selling, renting, and developing multifamily residential real estate and opulent single-family homes.

Mission Statement:
At Design Pro, we aim to build timeless residences that forge a tasteful, strategic, and sophisticated architectural flare. Our designs exemplify respect, intention, and introduce a new era of sophistication in the surrounding local communities that we cherish and support.

Office Administrative Assistant - The Role
The Office Administrative Assistant is the operational backbone of DPD's day-to-day office environment, ensuring that all internal functions run smoothly, efficiently, and in support of every member of our team. Reporting directly to the Director of Finance and Operations, this individual will serve as the first point of contact for office-wide administrative needs — from managing incoming mail and routing critical documents for approval, to supporting our development, design, and capital markets teams with day-to-day operational tasks. This is a fully in-office position based at DPD headquarters, requiring a highly organized, proactive, and people-oriented professional who takes pride in creating an environment where the entire team can focus on what they do best. A comfort with AI-driven tools and a willingness to embrace technology to enhance efficiency are essential to success in this role. Familiarity with real estate is a plus, though not required — a sharp mind, positive attitude, and commitment to excellence are what matter most.

Key Responsibilities:
Reporting directly to the Director of Finance and Operations, the Office Administrative Assistant will be responsible for:

• Mail Management and Document Routing:
Receive, sort, and distribute all incoming mail, packages, and correspondence on a daily basis. Ensure that time-sensitive documents — including contracts, invoices, permit applications, and approval requests — are promptly routed to the correct employee or department for review and signature. Maintain a reliable tracking system to confirm receipt and completion of all approval workflows, and follow up as needed to keep critical items moving without delay.

• Office-Wide Administrative Support:
Serve as a general resource for all DPD employees, providing day-to-day administrative assistance across departments including development, design, finance, and capital markets. Tasks may include scheduling meetings, preparing documents, coordinating travel, managing calendars, and handling correspondence on behalf of team members as directed.

• Director of Finance and Operations Support:
Act as the primary administrative support for the Director of Finance and Operations, assisting with financial document preparation, vendor correspondence, expense tracking, invoice processing, and any operational administrative tasks as assigned. Help maintain organized records and filing systems — both physical and digital — to ensure information is always accessible and audit-ready.

• Front Office and Visitor Management:
Serve as the welcoming face of DPD's office, greeting visitors, clients, contractors, and partners with professionalism and warmth. Manage front desk operations, answer and direct incoming calls, and ensure the office environment is organized, presentable, and fully stocked with necessary supplies at all times.

• AI-Driven Efficiency and Technology Support:
Leverage AI-powered tools and platforms to streamline administrative workflows, automate routine tasks, and improve office-wide productivity. This may include using AI tools for document drafting, scheduling optimization, email management, and data entry. A proactive approach to identifying and adopting new technologies that enhance team efficiency is strongly encouraged.

• Vendor and Contractor Coordination:
Assist in coordinating with external vendors, service providers, and office contractors as needed. Help obtain quotes, schedule service visits, track deliveries, and maintain accurate contact lists for the company's preferred vendors and professional partners.

• Records, Filing, and Compliance Support:
Maintain organized physical and digital filing systems for company records, contracts, permits, and correspondence. Support the Director of Finance and Operations in ensuring document retention practices align with company policies and applicable regulations. Assist with basic data entry and record-keeping to support financial and operational reporting.

• Special Projects and Team Support:
Assist with special projects, company events, team meetings, and presentations as directed by the Director of Finance and Operations or other senior leadership. Bring a flexible, can-do attitude and the ability to pivot priorities quickly in a fast-paced, high-growth development environment.

Qualifications:

• Education and Experience: 
High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Communications, or a related field preferred. A minimum of 2 years of administrative or office support experience in a professional environment is required.

• Administrative Proficiency: 
Demonstrated experience managing office operations, handling multi-line phone systems, routing correspondence, and providing support across multiple departments or team members simultaneously. Strong organizational skills and exceptional attention to detail are a must.

• Mail and Document Management: 
Prior experience managing incoming mail, packages, and document routing in an office setting is highly valued. Must be reliable, detail-oriented, and capable of implementing and maintaining tracking systems that ensure all documents reach the correct recipient for timely review and approval.

• AI and Technology Proficiency: 
Comfortable and eager to use AI-driven tools to enhance daily workflow, including tools for drafting communications, managing schedules, organizing data, and automating routine tasks. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace is required. Experience with project management or operations platforms such as Asana is a plus.

• Communication Skills: 
Excellent written and verbal communication skills with a professional and courteous demeanor. Ability to interact confidently and warmly with employees at all levels, as well as external clients, vendors, and visitors.

• Real Estate Knowledge: 
Familiarity with real estate terminology, development processes, or property management is required.

• Discretion and Professionalism: 
Ability to handle sensitive and confidential information with the utmost discretion. A professional, positive, and solutions-oriented attitude is essential in this highly collaborative, team-first environment.

• Photography and Visual Content: 
Demonstrated photography experience is required. The Office Administrative Assistant will be responsible for capturing high-quality interior and exterior photographs of DPD's completed homes, active construction sites, and finished units for use in marketing materials, listings, social media, and investor presentations. Proficiency with a DSLR or mirrorless camera, strong compositional instincts, and basic photo editing skills (Adobe Lightroom, Photoshop, or comparable software) are essential. A sharp eye for design, detail, and the ability to showcase DPD's architectural aesthetic through imagery is a significant advantage in this role.

• Logistics: 
This is a fully in-office position at DPD headquarters. Reliable transportation and consistent punctuality are required. Standard business hours apply, with occasional flexibility needed to support team deadlines, property photo shoots, or company events.

We Offer:
• Compensation: 
A competitive base salary of $60,000 annually, commensurate with experience.

• Benefits: 
Competitive benefits package including medical coverage, long-term and short-term disability insurance, life insurance, and a 401(k) retirement plan.

• Impact: 
An opportunity to be a valued and integral part of a high-performing, design-forward real estate development company, working alongside a passionate and talented team dedicated to transforming the Greater Philadelphia real estate landscape.

At Design Pro Development LLC, you will be part of a team dedicated to excellence in real estate development. If you are a highly organized, tech-savvy, and people-first administrative professional looking to grow within a dynamic company, we want to hear from you. Please email a copy of your resume and a brief cover letter outlining your relevant administrative experience and your comfort level with AI or technology tools to View email address on us.fitly.work and View email address on us.fitly.work . Qualified candidates will be contacted to schedule an interview within 3 business days of receipt of a complete application.

We look forward to welcoming you to our team and supporting our continued growth at Design Pro Development.