The Cornerstone Group is a well-capitalized private real estate development firm with expertise in investment and development of multi-family real estate. Our mission is to create high quality communities using innovative ideas and solutions to enhance the value of our owners/investors, associates and residents.
We are seeking a proactive Project Clerk to assist the Construction team on admin related tasks for all phases of Multi-Family construction projects.
Who you are:
Others consider you a natural team member. You’re a pro at communicating on the page, on the phone and in person, and you’re great at building relationships. This comes in handy when you are managing the project administration of multiple projects under time constraints which is no problem for you. Your strong analytical and team-player skills are a key part of your success, and overall, you’re highly committed to excellence.
Assist Department Manager
- Scheduling: Monitor and track Manager’s calendar schedule by documenting all upcoming meetings, events, birthdays, etc. Issue weekly calendar on office door for reference.
Invoice Coding
- Print, stamp, code, and enter invoices once fully approved for Warranty/Brookstone Construction office payables.
- Open, stamp received date for employee reference, and distribute mail to Project Admin team by project assignment.
- Coordinate with front desk receptionist outgoing mail which include certified mail, UPS, FedEx, courier pickup.
- Make sure the outgoing checks handled on behalf of your colleagues are accounted for on Check Log and corresponding folders.
Updating Logs when Assisting
- NTOs must be accounted for on the Project NTO Log within 1-2 business days of stamped received date listed on document.
- Check Log needs to be updated if you are handling an outgoing payment. Check needs to be accounted for on log throughout each process.
- Employee Contact/Birthday/Extension Logs.
Office Organization
- Properly document Archive boxes going out to storage for closed out projects with detailed log on documents included in box for reference.
- Ensure all incoming NTOs are scanned and documented under the project folder.
- Restocking kitchen and printer area. Refer to Check List.
- Ordering kitchen supplies and printer supplies as needed. Refer to Check List.
- Maintaining a clean and organized office space. Refer to Check List.
- Assist with filing documentation, labeling project binders, organize filing cabinets and contract folders.
- Ensure file rack is empty prior to end of business day. Refer to Check List.
Company Merchandise Order:
- Orders for company shirts, sweaters, weather jackets, business cards, construction hard hats, etc.
- Update merchandise spreadsheet with quantity in office.
- Issue an order upon processing a new hire request.
Email Memos:
- Issuing weekly memos for standard office supplies, safety supplies, COVID-19 supplies to field staff.
- Weekly Reimbursement reminders.
Email/Outlook Calendar Invites:
- Coordinate and issue calendar requests/invites as requested by Manager, President of Construction and Brookstone Construction staff.
- Confirm availability for the large conference room with corporate receptionist for meetings.
- Set up zoom/Microsoft Teams meetings.
Department Events:
- Assist Fun Committee with event orders and venue setup.
- Create nametags for employees attending said events.
- Present all required proposals and contracts for manager review.
- Ensure all required tasks on event checklist are resolved 1-2 business days prior to event.
What you’ll bring:
- Strong written and oral communication skills
- Strong interpersonal skills
- Strong negotiating skills
- Strong computer skills, emphasis on Microsoft Office, Microsoft Excel, Outlook, Sage
- Financial and Job Cost Accounting Knowledge preferred not required.
- Ability to work under pressure and coordinate numerous activities and groups of people who need to cooperate to achieve maximum efficiency
- Meets commitments.
- Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things.
- Oral Communication – Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
- Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
- Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
- Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources
- Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
- Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
- Quantity – Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
- Adaptability – Adapts to changes in the work environment; Manages competing demands; Able to deal with frequent change, delays, or unexpected events/tasks.
- Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
- Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.; Completes tasks on time or notifies appropriate person with an alternate plan.
- Initiative – Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks
for and offers help when needed.
Reports to: Executive Project Administrator – Manager
Please email resumes to Chanelle.Delgado@CornerstoneGrp.com
More information about The Cornerstone Group or Brookstone Construction can be found at www.restorationandpaint.com