Administrative Assistant

Job Description:

Real Estate Lease Administration contractor with experience providing general and executive level administrative support as well as lease administration services in a productive working environment. Includes lease administrator responsibility for performing day-to-day activities related to lease abstraction and data management in Real Estate Management (REM) tool. They will also collaborate with the Real Estate team and other departments to complete administration support projects as needed.

Minimum Position Qualifications:

• Experience in Retail Commercial Real Estate

• Experience in Real Estate Lease Administration or Property Management Administration

• Strong interpersonal skills and experience collaborating with others.

• Demonstrated ability to quickly learn and understand highly technical documents, concepts, and terms.

• Proficient in Microsoft Office.

• Strong oral and written communication skills; ability to create and present information.

• Highly organized and proficient at multi-tasking.

• Demonstrate ability to effectively collaborate to achieve objectives.

• Ability to work with internal/external customers and vendors in a professional manner.

• Excellent initiative and follow-through skills.

• Ability to handle sensitive information with a high degree of confidentiality.

• Strong analytical and problem-solving skills.

• Must be self-motivated and can be productive and efficient independently.

• Prompt and regular attendance

Desired Job Experience:

• Experience successfully providing technical & executive level administrative support in a productive working environment.

• Understanding of basic commercial real estate industry terminology.

• Understanding of basic legal document types and terminology.

• Experience working with real estate related legal documents.

• Experience working with legal contracts, understanding and interpreting legal clauses and critical dates

• Strong independent work ethic

• Strong attendance and on-time record

• Experience or strong adaptation to technology databases. Some systems include: Custom databases, Digital Repositories, Oracle, Site Folio, Business Objects, I-payables, Vendor Payables, Business Objects

• Paralegal experience a plus

Key Responsibilities

Provide general support to the Real Estate Department including file management, word processing, coordinating intra-office and external correspondence, intake lease administration mail, drafting of legal notices and coordination for follow-up action.

Document Management through organization, tracking & monitoring original, hard and digital file repositories.

Perform lease data audits through both manual and automated data analysis and review against digital systems to ensure quality.

Interpret and abstract critical legal documents, terms and clauses in accordance with project needs, legal requests, tasks or needs.

Manage data input into Real Estate Management software and/or future property records database in accordance with the Company’s data governance standards and protocols.

Collaborate with the Real Estate team and other departments following best practices & policies for lease administration.

Administrative portfolio management.

Partner with internal and external stakeholders for Real Estate Accounting, Property Management, onsite and offsite file management, lease abstraction, audits, and quality control.

Top 3 skills:

Retail/ Commercial Real Estate, Lease administration, property management