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Administrative Assistant
Ref No.: 18-18502
Location: Pleasanton, California
Administrative Support:
  • Provide administrative support to the CRE Manager and Director of Sales Accounting.
· Provide general administrative support to the Corporate Real Estate, Fleet Administration and Corporate Sales departments. This may include ordering and maintaining office supplies for Sales Finance department, scheduling meetings with business units and vendor meetings, hosting visitors, mailings/overnights, document distribution, updating of master meeting files from manager's construction notes, proactively updating project contact lists, organizing monthly billing packages, coordinating employee relocations, compiling, reporting and monitoring the department budget, provide IS support for CSAR requests, people @ work vacation/sick leave, maintain department reference materials such as org charts, distribution lists, etc. In addition, proactively engaging in CRE process improvement strategies under direction of CRE manager, expense reporting, travel, and general administrative support.
Project Coordination:
  • Interface with vendors for follow-up requests from CRE Manager and coordinate documentation for CRE process and SOX reporting.
  • Provide project management services for smaller projects such as location closeouts and asset redeployment/disposition.
  • Coordinate Aperature database to manage moves, adds, and changes at the G.O. and the CTC. Work with CRE Manager to produce and update restack plans and master plans.
  • Execute and deliver excel programming exercises and density studies for business unit strategy meetings. Effectively present data discussed during meetings in spreadsheet reports.
  • Work with CRE Manager to review existing space standards and guidelines and provide periodic updates, additions, and deletions.
  • Manage central repository for standardized CRE documents. Work with CRE Manager to customize documents and tracking reports for specific projects.
  • Responsible for document updates and working with CRE Manager on work process improvement measures for updating critical CRE tools.
  • Create and manage project schedules, under direction of CRE Manager using Microsoft Project.
  • Work with CRE Manager on project budgets in Microsoft Excel and communicate updates.
  • Support CRE Manager with on boarding and coordination of in-house Client project managers, outsourced project managers, real estate brokers, and lease administration consultants.
  • Administer correspondence for Corporate Real Estate with regard to scheduling of and preparation for strategy meetings with the business units.
  • Coordinate CRE template standardization and customization, market and product research, and existing condition document assembly preparation. Work with CRE Manager to prepare meeting agenda and compile/deliver meeting notes and action items.
  • Proactively engage project managers and lease administrator for critical quarterly ICC documentation and assemble back-up data repository.
  • Manage CRE files both online and hard copy files of vendor invoices, project budgets, business case financials, meeting notes, agendas, and various other project documents.
· Assist with preparation of monthly invoice summaries and reconciliation.
· Assist in maintenance of critical lease hard copy files and scanning documents in lease database.
· Research and provide solution/summaries resulting from lease variance invoices or damage invoices.
· Manage and facilitate Iron Mountain relationship and records storage inventory.
· Provides overall tactical oversight, account management, and process improvement, reporting to Corporate Services Coordinator. Management and on boarding of G.O. administrative assistants to Iron Mountain records retention program.