Construction Project Administrative Assistant

At Property Reserve, our people, values, and work come together to build something greater. Property Reserve is the real estate investment arm of the reserve funds for The Church of Jesus Christ of Latter-day Saints.

In the spirit of time-tested self-reliance principles, Property Reserve creates sustainable cashflow for future needs.

As caretakers of sacred funds, we invest in income-generating properties and land to support the Church’s mission. Our focus is on the acquisition, build-to-hold development, and portfolio level management of office, industrial, multi-family, build-to-rent, hospitality, and retail properties.

Property Reserve provides a diverse range of investment experiences, interacting with a seasoned leadership team. Working in a highly collaborative environment, each Property Reserve team member has the chance to contribute meaningfully and frequently to the company culture.

Headquartered in downtown Salt Lake City, we offer a locale with a unique blend of world-class outdoor recreation, a thriving culture & arts scene, and diverse housing options with convenient commutes.

JOB FUNCTION

Supporting the Direct Development team, the Construction Project Administrative Assistant will handle a spectrum of administrative tasks with a particular focus on construction-related responsibilities.

This individual will thrive in a fast-paced construction environment, demonstrating adaptability, initiative, and attention to detail.

They will play a crucial role in coordinating project documentation, managing construction-related schedules, and ensuring seamless communication among project stakeholders.

Additionally, they will exercise organizational skills and prioritize tasks effectively to maintain project momentum and meet deadlines.

Support Project Managers in the contract administration for construction projects.

• Manage project folders, documentation, and track lien waivers, certificates of insurance, and other compliance documents.
• Compile and administrate documentation for construction projects, including contracts, purchase orders, pay requests, insurances, and legal documents.
• Support with contract preparations and execution for architects, consultants, and general contractors.
• Support project team in drafting, transmitting, organizing, and filing construction documents, ensuring compliance with insurance requirements.
• Develop and maintain project construction document workflows and checklists to streamline processes.
• Assist pre-construction team and coordinate with project managers to improve project documentation quality and resolve scheduling conflicts.

Provide administrative support to project teams.

• Perform a range of staff and operational support activities, serving as a liaison with other departments on administrative matters.
• Manage calendar of appointments, meetings, and travel itineraries, anticipating and resolving scheduling conflicts.
• Prepare for meetings by formulating agendas, scheduling, finalizing, and sending meeting materials to attendees in advance.
• Organize, manage, and host online meetings using applications like Microsoft Teams and Zoom.
• Generate documents, reports, and detailed presentations for executive leaders, taking meeting minutes and conducting research as needed.
• Accurately code invoices, expense reports, and assist with budget monitoring.
• Maintain polite and professional communication via phone and email.
• Perform other duties as assigned.
• Must be a member of The Church of Jesus Christ of Latter-day Saints and currently temple worthy.
• Driven by a larger purpose of helping protect and grow the reserve funds of The Church of Jesus Christ of Latter-day Saints.
• Minimum of 3 years’ proven experience as a Project Administrator or in a similar role with a large General Contractor or Architect firm.

Construction inventory management experience preferred.

• Strong client-service mentality and an attitude and desire to help project teams be successful.
• Strong oral and written communication skills as well as strong listening skills.
• Ability to work effectively with a variety of personalities and build working relationships.
• Robust problem-solving skills : ability to make independent decisions, manage conflicting priorities and work calmly under pressure in a fast-paced environment.
• Ability to work with partial information, identify further data necessary to effectively complete tasks, and either prepare preliminary but incomplete work products or work with individuals to collect necessary data for preparation of complete work products.
• Effective time management, relationship management, negotiation, and prioritization skills.
• Attention to detail, accuracy, and task follow-through.
• Demonstrated grit to complete complex projects at a high quality and in a timely manner.
• Unquestioned integrity and accountability. Professional appearance and demeanor.
• Demonstrated ability to work with sensitive and highly confidential information with poise, tact, and diplomacy.
• Proficient in current project management software and Microsoft suite (Word, PowerPoint, Outlook, Excel, Procore, with the demonstrated ability to learn and use new computer programs and databases.

What We Offer :

• Health : Medical, dental, vision, FSA, life insurance, short and long-term disability, employee assistance program.
• Work-life balance : paid sick, vacation, holiday, parental, and funeral leave. Option of working Thursdays from home for most positions.
• Prepare for the future : Retirement plan with a generous company match.
• Employee discounts available on a variety of products and services.
• Education : we can help cover some of those expenses!
• Opportunities for growth and mentorship to foster professional development and career advancement.
• A collaborative company culture that encourages open communication, teamwork, and mutual support.

PR / IP