Administrative Assistant

Administrative Assistant opening at our corporate office located in Norfolk, VA.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

General Administrative Duties

• Provide high-level administrative support to include: excellent typing skills; letter & email preparation; editing & proofreading all documents for appropriate grammar, punctuation, and spelling; database entry and file setup, maintenance, organization & auditing; performing research; printing, scanning, faxing, & filing documents; provide general IT troubleshooting support for agents; scheduling & reserving conference and/or video calls; handling information requests; updating reports
• Knowledge of electronic office equipment (computers, printers, copiers, scanners, etc.) and software (MS Office suite, Internet, Adobe Acrobat, RingCentral, MRI, Intact, Buildout, Snag It, REIN MLS, Retail Lease Track, and any other program that may be assigned)
• Process & distribute departmental incoming and outgoing mail; operate mailroom equipment, as needed
• Prepare and circulate expenses reports, as needed
• Secure signatures on documents and notarization from Notary within office, as required
• Run Equifax credit reports, as needed
• Coordinate all aspects (catering, room reservation, communication, AV equipment, etc.) of monthly Sales, Leasing & Brokerage meeting and other departmental meetings, as needed
• Ordering office equipment & business cards for department, as needed
• Provide backup support for administrative team during PTO, illness, and vacancy, as needed
• Any other duties as assigned

Key Responsibilities

• Prepare and/or redline agreements (leases, renewals/extensions, modifications, terminations, assignments, promissory notes, commissions, exclusive listings, sales agreements, etc.) on behalf of landlords and tenants, to include: generating standard reports (account balances, certificate expirations, gross sales, etc.) and calculation of rent, operating expenses, security deposits, percentage rents, commissions, and improvement allowances
• Compose and circulate written and/or electronic correspondence related to preparation, execution and administration of agreements with tenants, landlords, attorneys, insurance agents, sign contractors, etc. regarding delivery of premises, review & approval of signage and insurance, receipt of required documentation, etc. 
  • Review and process paperwork for disbursement of funds related to commissions and improvement allowances
  • Critical function is to secure and finalize all items by processing documents in a timely fashion for both the physical and electronic files
• Maintain cooperative working relationships with Agents and the Lease Administration, Commercial Property Management, Collections and Accounting departments to set up, coordinate, and maintain tenant accounts 
  • Build and maintain marketing materials in electronic and physical form; distribute marketing materials, mailers, and eblasts, as required

Administrative Duties

• Provide superior support to Department Head and assist in prioritizing/managing competing demands on attention
• Manage/oversee complex document preparation, administrative tasks, onboarding of shopping centers, and provide guidance to assistants related to language and documents, as needed

SKILLS/QUALIFICATIONS

• Strong analytical, interpersonal, and written & oral communication skills
• Excellent organizational skills; highly service-oriented & detail-oriented
• Superior time management skills; ability to handle multiple concurrent projects, with high degree of accuracy, and meet deadlines in a high-pressure environment
• Efficient in MS Office (Word, Excel, Outlook, PowerPoint, Publisher); excellent typing skills and internet navigation
• Display high standards of ethics and confidentiality when handling sensitive information and possess good judgement when communicating the same within and outside of the company and department
• Ability to read and comprehend complex legal language in work related documents
• Display strong work ethic, high level of professionalism, positive and personable demeanor, well-groomed appearance, punctual and dependable

EDUCATION AND TRAINING

• Bachelor’s degree or equivalent combination of education and work experience applicable to role
• Minimum 5 years experience in an advanced administrative role
• Real estate, contract, legal knowledge is a plus
• Notary Public