Operations Construction Coordinator/Administrative Assistant

At Prologis, we don't just lead the industry-we define it with a 1.3 billion square foot portfolio and an annual throughput of approximately $3.2 trillion. We create the intelligent infrastructure that powers global commerce, seamlessly connecting the digital and physical worlds. From agile supply chains to energy solutions, our ecosystems help your business move faster, operate smarter and grow sustainably. With unmatched scale, innovation and expertise, Prologis is a category of one-not just shaping the future of logistics but building what comes next.

Job Title:
Operations Construction Coordinator/Administrative Assistant

Company:

Prologis

Operations Construction Coordinator/Administrative Assistant - Orlando, FL

A day in the life

As the Operations Construction Coordinator/Administrative Assistant, you will support the Market Leader and help keep the team organized, on schedule, and focused on priorities. You will manage day-to-day administrative functions while contributing to a fun, dynamic team culture in a global Prologis market!

Key Responsibilities Include:

• Welcome customers and visitors; coordinate courier pick-ups and deliveries; distribute mail, packages, and special deliveries.
• Answer and route incoming calls courteously, provide general information, take messages, and direct callers as needed.
• Collect and prepare materials for presentations and meetings.
• Schedule appointments, maintain calendars, and coordinate travel arrangements.
• Coordinate department meetings and special events.
• Manage and reconcile expense reports.
• Code and process invoices.
• Manage internal and external communications.
• Take on new projects as requested.
• Assist Property Management, Development & Marketing Departments as needed.
• Plan broker events and support event coordination, office meals, and requested events.
• Validate parking, manage garage and building access, and assist with onboarding and departures.
• Keep the front desk, kitchen, conference rooms, and common areas clean, stocked, and organized; maintain supplies and order kitchen/breakroom items weekly.
• Serve as office manager by coordinating supplies, office coverage, IT support for equipment, and repairs with property managers.
• Draft and edit project information, route documents for signatures, and enter contracts, addendums, and change orders for make-readys, tenant improvements, and major capital projects into Smartsheets, PeopleSoft, and Forecast Manager.
• Review and enter invoices into PeopleSoft.
• Maintain contractor insurance files and request updates before payment.
• Ensure costs are coded correctly and align with contracts; coordinate with contractors, subcontractors, vendors, consultants, and the OCM team as needed.
• Maintain project files in Box and DRS, ensuring contracts, invoices, drawings, and other required documents are uploaded and current.
• Participate in project meetings, take notes, and distribute minutes to stakeholders.

• Administrative Assistant with 5+ years of relevant experience.
• Proficient in current systems - MS Office Suite, accounting/travel software, and Salesforce.
• Proactive team player who takes initiative.
• Excellent multitasking skills with the ability to meet tight deadlines.
• Integrity, discretion, and professionalism in handling confidential information and working with colleagues at all levels.
• Excellent written and verbal communication skills.
• Detail-oriented with strong planning, organizational, and time-management skills.
• Ability to work well under pressure and adapt to change.

• Experience in Commercial Real Estate.
• High school diploma or general education degree (GED); and related experience and/or training.
• Candidate will demonstrate willingness and capability to leverage emerging technology, automation, and AI tools to improve efficiency, quality, and speed. Exercises sound judgment, creative thinking, and accountability for outcomes.