Hightop Development is a premier Philadelphia-based real estate development company spearheading transformative mixed-use multifamily and planned community developments throughout the region. At Hightop, we are more than just developers; we are visionaries dedicated to shaping the urban landscape and enhancing the communities we serve.
**This is not a remote position. This job is based out of South Philadelphia**
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With a vertically integrated approach, Hightop seamlessly navigates every stage of the real estate journey, from initial acquisition down to property management. Our expertise spans across acquisition, financing, construction, leasing, and property management, ensuring a holistic and streamlined process from start to finish.
We are seeking an organized and detail-oriented Administrative Assistant to join our fast-paced development company. The successful candidate will be responsible for providing administrative support to our CEO and other personnel by managing lease coordination, preparing listings, scheduling and correspondence, expense tracking and more. The ideal candidate will have excellent organizational, time management and communication skills.
Duties and Responsibilities:
Administrative Support
Manage calendar and schedule meetings, appointments, and events.
Draft, edit, and proofread correspondence, reports, and presentations.
Maintain and update project information, contacts, and schedules in databases or software.
Prepare agendas, take detailed meeting minutes, and follow up on action items.
Project Coordination
Monitor schedules, timelines, and deliverables for multiple projects.
Act as a liaison between the executive, stakeholders, and project teams.
Assist in managing relationships with contractors, architects, and consultants.
Track expenses and help prepare budget reports for ongoing projects.
Communication
Respond to inquiries and maintain professional communication with investors, partners, and community members.
Facilitate clear communication between teams and departments.
Coordinate events such as site visits, groundbreaking ceremonies, or investor meetings.
Real Estate-Specific Tasks
Conduct research on potential development opportunities and market trends.
Assist with permit applications, and compliance documentation.
Maintain up-to-date records on project progress, milestones, and approvals.
Collaborate with marketing teams to prepare promotional materials for developments.
Leasing Coordination • Screen, approve, and convert prospects into our software platform • Prepare electronic leases with all pertinent documents, including Partners for Good Housing Brochures, Certificates of Rental Suitability, Consumer Notices, Lead Certs, and more. • Assist Property Management in the tracking of renewals and turnover.
Organizational Support
Ensure the office is properly stocked at all times with pertinent materials, including but not limited toilet paper, printing paper, printing ink, snacks, etc.
Organize and maintain physical and digital files, including project plans, contracts, and permits.
Anticipate the needs of the executive and provide proactive support.
Handle sensitive information with discretion and professionalism.
Qualifications:
Excellent Communication & Writing Skills
Attention to Detail is a must
Organized, self-starter with the ability to multitask is a must
Coordinate 7-15 transactions at a time
Efficiency in Fast Paced Environments
Experience with Real Estate Transactions
Real Estate Knowledge
Ability to learn various PA Real Estate & Brokerage documents (plus)