Administrative Assistant

Administrative Assistant

Vornado Realty Trust (NYSE: VNO) is an equity Real Estate Investment Trust (REIT) with over 30 million square feet of office and retail properties under management. With portfolio concentration in New York City, Vornado also owns premier assets of the MART in Chicago and the 555 California Street complex in San Francisco. Vornado's reputation in the industry is one of unmatched quality and integrity. For more than ten years, Vornado has been a leader in environmental sustainability among REITs and large commercial landlords in New York.

Vornado Realty Trust is seeking a highly organized and proactive Administrative Assistant Development & Construction to support both the Development and Construction teams. This role provides comprehensive administrative, scheduling, and project coordination support across complex Class A office, mixed-use, and high-street retail development, redevelopment, and construction projects.

The position interfaces regularly with internal departments, external consultants, contractors, and ownership partners. The ideal candidate is detail-oriented, resourceful, and capable of managing multiple priorities while maintaining a high level of professionalism and discretion.

Key Responsibilities:

• Answer, route, and track incoming departmental calls.
• Manage calendars for Development and Construction team members and coordinate internal, interdepartmental, and external meetings.
• Schedule meetings with internal stakeholders and external partners, including architects, engineers, expeditors, zoning consultants, contractors, construction managers, and joint venture partners.
• Interface with multiple departments, including Accounting, Construction, Leasing (Office and Retail), Legal, Property Management, and Sustainability.
• Coordinate and prepare for internal development meetings, construction coordination meetings, investment committee presentations, design reviews, and project strategy sessions.
• Assist in coordinating site visits, construction walkthroughs, and high-street retail tours.
• Support coordination of public agency and entitlement-related meetings (e.g., DOB, City Planning, Landmarks Preservation Commission, community boards).
• Book and coordinate domestic and international business travel arrangements.

Organization & Document Management

• Maintain and organize the Development and Construction shared drive, including architectural drawings, specifications, contracts, budgets, schedules, zoning analyses, and construction documentation.
• File and track executed agreements, including consultant contracts, construction agreements, NDAs, and joint venture documentation, in internal systems (e.g., BizFlow).
• Maintain project trackers for key milestones across development and construction, including rezoning processes (e.g., ULURP), permitting, procurement, and construction timelines.
• Assist in tracking zoning and entitlement workflows, as well as construction-related processes such as bid packages, contractor coordination, and project schedules.
• Coordinate version control and distribution of drawings, presentations, and reports across internal teams and external consultants/contractors.
• Support preparation of internal and external reporting materials, including development updates, construction reports, board materials, and lender/investor packages.

Expense & Administrative Support

• Manage departmental time sheets through UKG.
• Process, track, and reconcile invoices and project-related billing, including architect/engineer fees, zoning consultants, legal invoices, contractor requisitions, and construction-related expenses.
• Coordinate with Accounting on development and construction budgets, coding, and invoice approvals tied to capital projects and redevelopment initiatives.
• Prepare, file, and monitor employee expense reports, including American Express statements and receipt reimbursements, via Chrome River.
• Assist with tracking project budgets, including costs associated with entitlement, pre-development, and construction activities.

Systems and Technology

• Microsoft PowerPoint (investment committee materials, development presentations, construction updates)
• Zoom (meetings and phone system)
• DocuSign (monitoring and tracking signature workflows)
• BizFlow (document management and contract tracking)
• Chrome River (expense reporting)
• UKG (time and attendance)
• IBS Accounting System (budgets, job cost tracking, and financial reporting)

Qualifications:

• Prior progressive administrative or project support experience in a professional environment.
• Experience within commercial real estate, construction, development, or a related field is preferred.
• Exposure to New York City development or construction projects is a plus, whether through a developer, contractor, construction manager, consultant, or professional services firm.
• Ability to manage multiple priorities with detail in an organized and fast-paced environment.
• Professional communication skills and ability to interact with a wide range of internal and external stakeholders.

The starting base salary for this New York position is expected to be between $80,000 to $100,000 annually. Actual salary will be determined based on skills, experience (to the extent relevant) and other job-related factors, consistent with applicable law.

Vornado Realty Trust is not offering relocation for this position based in New York, NY.

Vornado Realty Trust is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, or status as a qualified individual with a disability.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.