Administrative Assistant (Real Estate and Development) at Housing Authority of the Birmingham District

Birmingham, Alabama, United States -

Full Time

Start Date

Immediate

Expiry Date

21 May, 26

Salary

0.0

Posted On

20 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Document Management, Project Coordination, Billing, Research, Reporting, Scheduling, Calendar Management, Proofreading, File Organization, Vendor Coordination, Due Diligence, Financial Spreadsheet, Invoice Tracking, Time Management, Attention To Detail

Industry

Description

Description Summary/Objective The Real Estate Assistant assists the director and RED team to ensure the smooth execution of projects from acquisition through project completion. The RED Assistant will focus on tasks related to larger, long-term projects to provide administrative support, document management, project coordination, billing, research, and reporting. All activities must support The Housing Authority of the Birmingham District’s (“HABD”) mission, strategic goals, and objectives. Essential Duties and Responsibilities The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. · Provide administrative support to the director and RED team, including scheduling meetings, managing calendars, and preparing agendas. · Assist with the preparation and submission of project documentation, permits, contracts, and reports. · Drafts, proofreads, and edits letters, memos, meeting minutes, and other written communications for the Real Estate office staff; Ensures all paperwork is filled out correctly. · Maintain and organize project files, legal documents, and correspondence, both physical and digital. · Coordinate and communicate with internal departments, contractors, vendors, and local authorities. Provides records to internal departments and external entities upon request. · Track key project deadlines and assist with progress reporting and status updates. · Support the due diligence process by gathering and reviewing documents, data, and reports. · Assist with the preparation of presentations, financial spreadsheets, and development packages. · Manage purchase order and invoice tracking, budget updates, and expense reports for development projects. · Monitor and order office supplies, purchase orders and invoice payments; ensure office equipment is maintained and operational. · Handle confidential information with professionalism and discretion. · Communicates on behalf of assigned Real Estate office staff with a broad array of stakeholders, including agency staff, clients, vendors, partners, and the general public. · Assists the department staff with filing and processing documents, answers phones, processes and distributes mail, greets clients, and makes follow-up calls. · Assists with organizing community outreach events, meetings, and training. · Arrange travel and itineraries and other related tasks. · Serve as a liaison on behalf of the Real Estate office with other Agency departments. · Maintains Agency and Real Estate staff membership with boards, committees, and associations. · Performs other duties as assigned. Knowledge, Skills & Abilities: · Real Estate Development Process: Understanding of key phases such as site acquisition, entitlements, permitting, design, financing, construction, and close-out. · Administrative Procedures: Familiarity with office management systems, procedures, and best practices. · Document Management: Knowledge of how to organize, maintain, and archive legal, financial, and project-related documents. · Real Estate Terminology: Basic understanding of terms related to real estate, zoning, contracts, leases, and development agreements. · Finance and Budget Tracking: Awareness of how budgets are tracked and managed in development projects, including processing invoices and expense reports. · Administrative Support: Skilled in managing calendars, scheduling meetings, coordinating travel, and handling correspondence. · Communication: Strong verbal and written communication skills; able to write clearly and professionally. · Technical Proficiency: o Microsoft Office (Excel, Word, Outlook, PowerPoint) o PDF editing tools (e.g., Adobe Acrobat) o Project management platforms (e.g., Smartsheet, Monday.com, Asana) o Document sharing tools (e.g., Dropbox, SharePoint, Google Drive) · Time Management: Able to prioritize tasks and meet deadlines in a fast-paced environment. · Attention to Detail: Accurately processes and reviews documents, avoiding errors and ensuring compliance with requirements. · Problem-Solving: Capable of identifying administrative or logistical challenges and finding practical solutions. · Multitasking: Handle multiple tasks, projects, and deadlines simultaneously without losing focus. · Confidentiality: Maintain strict confidentiality with sensitive company, financial, and legal information. · Team Collaboration: Work well within a team and coordinate effectively with internal staff and external stakeholders (e.g., vendors, architects, legal counsel). · Adaptability: Adjust to changing priorities, project scopes, or urgent needs from leadership. · Learning Agility: Willingness and ability to quickly learn about real estate development, company systems, and local regulations Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Must be able to move between various office locations and construction sites. Must be able to climb stairs, walk on uneven surfaces, and access building interiors and exteriors. Use of Personal Protective Equipment (PPE) such as hard hats, safety glasses, and steel-toed shoes is required at construction sites. Frequent standing or walking during events or inspections. Ability to operate standard office equipment when in office settings. Regular use of the telephone and e-mail for communication is essential. Sitting for extended periods and the use of hands to finger is common. Ability to read screens, review detailed reports, and participate in virtual or in-person discussions. Ability to speak and communicate clearly. Occasionally required to lift and carry up to 25 pounds. Travel Travel within the city and surrounding areas to visit job sites, conduct inspections, and meet with stakeholders; occasional travel to attend training or industry conferences. Other Duties Please note that this job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications. Additional job-related duties may be assigned. Housing Authority Birmingham District reserves the right to amend and change responsibilities to meet business and organizational needs as necessary, with or without notice. Requirements Education and Experience Associate’s degree in Real Estate, Urban Planning, Public Administration, Finance, or related field. Minimum three (3) years of progressive experience in real estate development, real estate, affordable housing, public housing, and/or property acquisitions. An equivalent combination of education or experience may be considered. Must have the ability to work independently and collaboratively in a team environment. Demonstrated success in managing complex, multi-phased affordable housing projects involving HUD programs and tax credits. Possession of a valid driver’s license and the ability to be insurable under HABD’s automobile insurance plan at the standard rate.

Responsibilities

The Real Estate Assistant supports the director and RED team by providing administrative support, managing documents, coordinating projects from acquisition through completion, and handling billing, research, and reporting tasks. All activities must align with The Housing Authority of the Birmingham District’s mission and strategic goals.