Administrative Assistant

Job Description Job Description The Administrative Assistant provides administrative, clerical, and report-processing support to the Asset Management Department, helping ensure information, documents, and deliverables are organized, complete, and available when needed. The role works closely with Asset Managers, internal departments, and external partners/clients and requires professional communication, responsiveness, and discretion. This position is expected to work independently, prioritize competing deadlines, and apply sound judgment when handling sensitive information. Core responsibilities include collecting, reviewing, and maintaining department reporting and supporting files; tracking key items across shared drives and internal systems; and ensuring consistent documentation for closed and active partnerships. The Administrative Assistant also supports the team with ad hoc projects, data requests, and process improvements as needed. Responsibilities: Meeting scheduling and coordination (as needed). Process the mail/UPS/Fed-Ex (Internal and External) (periodically) Maintain an accurate filing system (hard and soft files). Complete required internal workflow documentation including data entry, tracking spreadsheets and correspondence with property General Partners, management companies and consultants. Review closing documents; create and organize capital contribution folders in the database; and document hand off notes for newly closed deals in database. Populate and maintain internal database with relevant property data. Assist in processing financials for annual and quarterly reporting (budgets, quarterlies, monthlies). Assist in processing annual tax returns and audits to server for the portfolio. Assist in processing Construction Risk Management related reports, draws, pay apps, and supporting documents. Manage a portfolio of capital contributions for properties from construction through stabilization by preparing and processing equity funding requests, coordinating required documentation, and managing extensive correspondence with internal teams and external partners; maintain accurate tracking across shared drives and databases to ensure timely funding. Monitor outstanding construction related documents and report discrepancies to the Construction team. Run software query reports for Asset Managers as requested. Perform general administrative duties in processing third party/auditor’s invoices, maintaining reports, filing, scanning and organizing data. Track current projects and provide other administrative assistance to Compliance team as needed. Complete ad hoc projects and reporting, as assigned.