Located in Dallas, Texas, and founded in 1981, the Skorburg Company is a growing and dynamic real estate land development firm committed to being a leader in the development industry.
The Skorburg Company is currently seeking a highly skilled, motivated, detail-oriented individual to provide executive level administrative and internal reporting support for the office. This position reports directly to the Owner and President of the company. The ideal candidate would have experience in administrative assistance and ad hoc operational reporting coordination for a real estate firm, law firm, architectural firm, engineering firm, or construction company.
General Job Description:
This individual's responsibilities will include, but may not be limited to:
- General office support duties for the President and Owner, including correspondences, travel and schedule management.
- Word processing and creation/updates of spread sheets.
- HR coordination support as needed (i.e. new hire onboarding support)
- Company outings/Christmas party planning
- General company calendar
- Maintaining library index with the location of all files
- Building contact person (parking, card keys and other maintenance needs)
- Reports/Coordination as directed by the President and Owner
- See attached Exhibit "A" for a list of the primary administrative duties
Requirements:
- Proficiency in MS Word, Excel and Outlook
- Typing and 10-key proficiency
- 2+ years of experience
- Salary range commensurate with experience
- Prior real estate development and/or construction company experience a plus
- Strong organizational skills
Compensation is commensurate with experience. The Skorburg Company offers excellent medical and dental benefits, paid parking and paid vacation. Please send your resume with cover letter stating why you think you fit this position.
Please contact:
Adam Buczek
EXHIBIT "A"
ADMINISTRATIVE DUTIES
Tasks to Implement
1. Develop a supply check list for all office, kitchen supplies and soft drinks to be used each week when placing an order.
2. Prepare a list detailing all checks/other documents that are picked up each week.
Daily
1. E-mail the "Joe Lancaster" quote of the day to the entire Skorburg Company team.
2. Refill paper trays in Canon copiers in all supply rooms.
3. Make sure there are enough extra reams of paper of all sizes in all copier rooms (3 total).
4. Replenish paper clips/binder clips in both supply rooms.
5. Unpack all kitchen and office deliveries and store in kitchen areas as appropriate.
6. Make sure all USPS outgoing mail is downstairs before the last outgoing mail is picked up on the ground floor (around 5:00 pm).
7. Ensure vendors who come to pick up checks sign and date the log-in book when they have picked up their checks.
8. Put a sign at the front desk when away for more than 10 minutes, directing visitors how to call for help.
9. Send out e-mail to entire Skorburg Company distribution list confirming if there was any certified mail received for the day, and if so, include a description of each item and deliver original letters to the persons responsible for handing / responding to each letter. Make a copy of each certified mail receipt and put a copy in the certified mail binder in chronological order. Certified mail binder records should be maintained on site for at least 2 years from receipt of the certified mail notice.
10. Help keep kitchens and microwaves clean - feel free to send out e-mail reminders to people to clean up after themselves if someone leaves a mess.
On an as needed basis
1. Order and replace cartridge toners in Canon copiers in all supply rooms (3 total).
2. Filing (including setting up new hard files for projects and boxing up hard files after projects are sold out and ready to be taken to offsite storage), organizing papers, opening bank statements and mail.
3. Assist the accounting department with the distribution of investor letters via email and regular mail as needed.
4. Ordering company lunch for employees on Mondays.
5. Assist with property tax appraisal notices and tax due notices if/as needed by accounting department.
6. Maintain offsite storage file index.
7. Help the Owner keep his office neat / organized.
8. Help with new hire onboarding coordination. This includes providing coordinative support and follow up with our outsourced IT provider to ensure new hire desks get set up timely (i.e. phone, name on copiers, e-mail address, computer station, ordering business cards) as well as placing ads for job openings with job search firms and colleges/universities, and collect / organize resumes.
9. Support Owner and President for any special requests & projects (i.e. Salesmanship Club ticket sales, Momentous) / word processing / errands)
10. Update and maintain current address and contact information for investors with accounting team.
11. Help accounting with check deposits.
12. Notarize documents (the company will pay for the notary license)
13. Provide support as needed to organize quarterly company social events
14. Assist accounting department with preparation of 1099's for vendors in January
Weekly
1. Keep tabs on copy paper inventory levels and order resupplies as needed.
2. Take kitchen inventory to determine what kitchen supplies are needed.
3. Take inventory of FedEx envelopes to determine if more are needed.
4. Check staplers in supply rooms to see if new staples need to be added to each stapler.
Quarterly
1. Check around office and with accountants for any boxes that need to be taken to offsite storage. Label boxes with the contents label and current year on at least 2 sides of the box (including one end and one side) in accordance with our offsite storage file index. Store them in the IT server room until the President arranges to have them moved to offsite storage.
Annually
- 1. Beginning in late September, collect updates from the management team to the prior year "Builder Gift List" and the "Thanksgiving Card List" (2 separate lists) as necessary. Order Thanksgiving Cards no later than October 15. Order the builder gifts no later than November 8 for delivery between November 13 and November 20.