Administrative Assistant - Casablanca

Company :

Atlas Capital is a 100% owned investment bank. This independence guarantees confidentiality, no conflicts of interest, and great flexibility.
Atlas Capital offers a range of tailor-made, high-value services in investment banking, market activities, asset management, and wealth management. With its multi-disciplinary expertise, Atlas Capital is expanding its scope by offering a diverse range of services, such as real estate and insurance, thus strengthening its position as a key player in the financial sector.
The initiative and dedication of Atlas Capital's teams, combined with the discretion of their actions, have positioned Atlas Capital as the preferred Investment Bank for large groups, family entrepreneurs, institutional investors, and private clients.
 

Job :

Ensure the daily administrative management of the company and contribute to the smooth operational functioning of real estate projects, notably through administrative coordination of various stakeholders, monitoring commitments, invoicing, and payments, as well as project document management.

The Administrative Assistant serves as a point of coordination between internal teams, service providers, companies, and various partners involved in the projects.

The objective of the role is to become the central point of administrative coordination for real estate operations, ensuring document traceability, adherence to validation procedures, and rigorous monitoring of administrative and financial deadlines.

• General administration and office management
• Receive visitors and answer phone calls for the company
• Receive, process, and forward mail, documents, and requests received;
• Manage daily office needs: supplies, consumables, service providers, maintenance, and administrative requirements;
• Organize physical and digital filing and archiving of administrative documents;
• Ensure smooth document flow between different departments;
• Oversee the smooth daily administrative and logistical functioning of the premises.
• Technical administrative management and project monitoring
• Ensure administrative monitoring of real estate operations in coordination with technical and financial teams and project managers.

In this capacity:

• Centralize and receive invoices, work progress reports, and final accounts from companies, service providers, design offices, and consultants;
• Verify the administrative completeness of files before forwarding them for approval;
• Organize and track the approval process for invoices, progress reports, and final accounts with the relevant managers;
• Forward approved items to the Finance Department for payment;
• Maintain tracking spreadsheets for invoices and final accounts: date of receipt, project, supplier, amount, approval, due date, payment, and status;
• Monitor payments and make necessary follow-ups with the various stakeholders;
• File contracts, purchase orders, amendments, invoices, final accounts, and payment proofs;
• Maintain a structured and updated document database for each project;
• Ensure compliance with internal approval procedures and document traceability;
• Act as the administrative interface between technical teams, the Finance Department, and external service providers;
• Identify pending files and make necessary follow-ups to ensure their processing within deadlines
• Occasional support to Sales Administration

As part of service continuity needs, the Administrative Assistant may occasionally provide support to Sales Administration activities.

• Update and administrative follow-up of buyer files in the CRM/real estate management software;
• Administrative follow-up of payment schedules, calls for funds, and collections;
• Preparation and transmission of files to notaries and administrative follow-up until the signing of deeds;
• Support in the administrative organization of deliveries and preparation of associated documents.

Required profile :

Education: Bachelor's degree (Bac+3) in Management, Administration, Finance, or Business

Experience: Minimum 5 years of experience in a versatile administrative role, ideally with a real estate developer or construction company.

Technical Skills

• Very good command of Excel and office tools;
• Ability to build and maintain reliable tracking spreadsheets;
• Good understanding of invoicing and payment processes;
• Knowledge of administrative procedures related to works and service contracts;
• Proficiency in a CRM or real estate management software; knowledge of GECIMMO is a plus;
• Excellent command of written and spoken French.

Desired Qualities

• High level of rigor and sense of organization and priorities;
• Autonomy and proactivity;
• Ability to manage multiple tasks simultaneously;
• Good interpersonal skills and service orientation;
• Ability to effectively follow up with internal and external contacts;
• Discretion and confidentiality;
• Coordination skills;
• Reliability in tracking figures, documents, and deadlines.

Head office address :

Desired personality traits :

Will to persuade Rationalism Involvement at work Improvisation