Kaitlin Hodgson

• Spearhead new hire orientation and all documentation for new employees
• Manage five to ten open requisitions for talent acquisition purposes
• Supports Payroll department by inputting labor hours and balancing timecards weekly
• Responsible for collecting and maintaining non-disclosure agreements
• Assists in company events, customer visits; responsible for organizing conference rooms and ordering meals.
• Updated Human Resources Information System (HRIS) database, maintained data accuracy and assisted with system changes.
• Maintained office supplies, distributed mail and processed invoices for payment.
• Reviewed and screened applicant resumes to identify qualified candidates.
• Partnered with management team to coordinate on-boarding and off-boarding processes.
• Enhanced communication within the organization by managing internal newsletters and announcements.
• Coordinated and set up meeting materials, presentations and audiovisual systems.

• Prepare and maintain bid and budget documents
• Manage Precon department’s data and information flow
• Produce bid instructions, bid forms, and bid packages for distribution
• Conduct bid outreach, including for MSHDA and Section 3 Compliance
• Oversee tracking of subcontractor prequalification.
• Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
• Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.

• Schedules and coordinates meetings for partners and management team for multiple locations within the region
• Drafts and proofs engagement letters, proposal materials, and various client presentations
• Create and maintain records within CRM database containing Client and Opportunity information.
• Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
• Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
• Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
• Drafted correspondence and other documents for CEO and department heads in company's voice.

• Research property and owner/contact information using CoStar, BS&A, Access Oakland, myfirstam.com, RocketReach, Data Axel Genie, and other internet sites

• Assist with the creation of Presentations, Marketing Proposals, Tour Books, and BOVs/OMs using Friedman templates

• Market properties by preparing mailers and reviewing eflyers and schedule for all listings and e-blasts for selected clients

• Prepare letters, activity reports, emails, LOIs, Proposals, Leases, Listing Agreements, Purchase Agreements, Completed Transactions, and some correspondence on behalf of brokers etc.

• Update Friedman CRM with Lead, Opportunity, BOV/OM and property information recording activity as appropriate; create and maintain records

• Troubleshoot basic computer issues with brokers before issuing IT tickets

• Pull and prepare lists and comp reports for call campaigns, mailers and BOVs/OMs – deduping and preparing for CRM import as applicable

• Cover front desk reception area as directed – answering multi-line phone system, greeting guests, processing incoming mail and outgoing shipments for various departments

• Process all work requests and correspond through administrative ticketing system

• Provide general office assistance such as maintaining common work areas, faxing, scanning, copying, handling incoming mail and packages and other tasks as required

• Other administrative and general office duties as assigned based on the current workload

• Organize and execute daily office tasks to sustain structure and productivity for staff

• Complete all filing, maintaining records, copying, faxing, processing mail/FedEx and similar duties

• Type documents, memos, contracts, correspondence, forms, charts, tables and similar from rough draft

• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing orders for supplies and verifying receipt of supplies

• Anticipate the needs of management and staff in order to maintain efficiency

• Manage collections for over eight million dollars in annual revenue

• Assist with project management and procurement

• Assemble contacts and employ system to preserve contact information, while making it accessible to all staff

• Prepare all in-person and virtual meetings using Microsoft Teams, Zoom, GoTo Meeting and other platforms

• Book travel arrangements for management and senior staff

• Facilitate marketing activities and send invitations to gatherings for over two thousand individuals annually

• Establish professional relationships with contractors, vendors and local press by attending educational workshops and participating in professional gatherings

Responsible for the budget, inventory and organization of all paper, coffee and general office supply