Federal Realty Investment Trust

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Administrative Assistant/Project Coordinator

Administrative Assistant/Project Coordinator

Job ID 
2018-1406
# of Openings 
1
Job Locations 
US-MD-Rockville
Posted Date 
6/1/2018
Category 
Administrative

More information about this job

Overview

Federal Realty (FRIT) is a proven leader in the ownership, operation, and redevelopment of high quality retail real estate in the country's best markets. We believe we are one of the most innovative and dynamic real estate companies you can work for. Interested candidates who research FRIT hear a lot about our high quality shopping centers and mixed use centers. Our well respected real estate team is at our core, but it's the smaller intangible things that can make working at FRIT so satisfying. You see, while we're one of the largest publicly traded real estate investment trusts in the country, as measured by the value of our shopping centers, we're really a very small company by most standards and we try to operate that way. Our stability and success is due to our great team of employees! Would you like to join our team? If so, learn more about our current opportunity below.

We are currently seeking an Administrative Assistant/Project Coordinator to provide administrative support to the Mixed Use Development team. This includes providing assistance with team coordination, office administration, data entry and other administrative tasks. Being detail-oriented and organized are keys to being successful in this role. This role is based out of our Rockville office and reports to the Director of Construction & Tenant Services.

Responsibilities

 

Team Coordination

  • Distribute and track Welcome Packages as well as all drawings submitted to retail tenants
  • Assist Tenant Coordination Team in obtaining retail tenant scheduling information and in tracking necessary information related to drawing submissions from tenant or other outside sources
  • Collaborate with Project Managers and Field Coordinator to prepare Space Acceptance Sheets and Punch-list Reports and distribute to base building team, tenants and contractors
  • Transmit time sensitive information to Retail Tenants, Contractors and Development team in an organized and effective manner

Project Site Responsibilities

  • Request and track all Certificate of Insurance (COI) documentation prior to project commencement for all retail tenants and their General Contractors
  • Assist with maintain clean and organized file storage/plan layout area
  • Request, track and file all pertinent documents (electronically & hard copy) as required by contract and to maintain historical archive
    • W-9, COI, Construction Deposits, Tenant Improvement Allowance (TIA), Utility/Trash Fees, Permits, Contractor Licenses

Office Administrative Tasks

  • Maintain owner file Sharefile system and content management. Maintain correspondence, drawings & documents for each tenant in an organized manner
  • Execute administrative functions required for construction drawing receipt, collating, distribution, printing as well as entering this information into Tenant Tracker Database. Closely track all drawings sent to consultants and tenants
  • Execute administrative functions required lease deal status via verification of information in Deal Management Database. Coordinate and review with FRIT Tenant Coordinator Director
  • Maintain effective digital filling system for the Tenant Coordination team
  • Attend status and team meetings as required
  • Maintain data transmission, storage and printing for Tenant Coordination team
  • Track digital file downloads
  • Assist with project closeout documentation
  • Handle administrative tasks associated with Tenant Coordination team activities including requests for project information and drawings (i.e. send FedEx, Messenger, update contract lists, drawing logs, etc.)
  • Assist in creating and distributing letters and communications as required
  • Assist in coordinating of conference rooms and meetings
  • Other duties as assigned

Data Entry - Financials

  • Input and maintain data in FRIT financial reports & spreadsheets and distribution as required
  • Input and process invoices/payments in Accounts Payable system for contractors, vendors, & consultant teams
  • Review, process, distribute and file with Project Managers all TIA requests
  • Prepare, process, distribute, & file contracts to contractors, vendors, & A/E teams as requested by Project Managers

 

Qualifications

 

  • 3+ years’ experience, preferably in construction and/or related industry providing team and individual support
  • Bachelor’s Degree or equivalent years’ experience
  • Good understanding of the construction and/or development process
  • High level of professionalism
  • Ability to effectively communicate with multiple individuals to include tenants, contractors, architects, engineers, leasing and development as well as project executives
  • Intermediate to Advance skills in Microsoft Office to include Word, Excel and PowerPoint
  • Excellent organization and prioritization skills while working in a fast pace environment

Federal Realty Investment Trust is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, or protected Veteran status.

Values

Federal Realty Investment Trust does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Federal Realty Investment Trust and Federal Realty Investment Trust will not be obligated to pay a placement fee.