Administrative Assistant

Administrative AssistantAdministrative Assistant opening at our corporate office located in Richmond, VA.Essential Functions and ResponsibilitiesGeneral Administrative DutiesProvide 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 reportsKnowledge 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 neededPrepare and circulate expenses reports, as neededSecure signatures on documents and notarization from Notary within office, as requiredRun Equifax credit reports, as neededCoordinate all aspects (catering, room reservation, communication, AV equipment, etc.) of monthly Sales, Leasing & Brokerage meeting and other departmental meetings, as neededOrdering office equipment & business cards for department, as neededProvide backup support for administrative team during PTO, illness, and vacancy, as neededAny other duties as assignedKey ResponsibilitiesPrepare 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 allowancesCompose 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 allowancesCritical function is to secure and finalize all items by processing documents in a timely fashion for both the physical and electronic filesMaintain cooperative working relationships with Agents and the Lease Administration, Commercial Property Management, Collections and Accounting departments to set up, coordinate, and maintain tenant accountsBuild and maintain marketing materials in electronic and physical form; distribute marketing materials, mailers, and eblasts, as requiredAdministrative DutiesProvide superior support to Department Head and assist in prioritizing/managing competing demands on attentionManage/oversee complex document preparation, administrative tasks, onboarding of shopping centers, and provide guidance to assistants related to language and documents, as neededSkills/QualificationsStrong analytical, interpersonal, and written & oral communication skillsExcellent organizational skills; highly service-oriented & detail-orientedSuperior time management skills; ability to handle multiple concurrent projects, with high degree of accuracy, and meet deadlines in a high-pressure environmentEfficient in MS Office (Word, Excel, Outlook, PowerPoint, Publisher); excellent typing skills and internet navigationDisplay 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 departmentAbility to read and comprehend complex legal language in work related documentsDisplay strong work ethic, high level of professionalism, positive and personable demeanor, well-groomed appearance, punctual and dependableEducation and TrainingBachelor's degree or equivalent combination of education and work experience applicable to roleMinimum 5 years experience in an advanced administrative roleReal estate, contract, legal knowledge is a plusNotary Public