Administrative Assistant

Job Description

Job Description

JOB SUMMARY

The Administrative Assistant plays a key role in supporting the sales and legal departments by handling essential clerical and administrative tasks to ensure smooth operations and a professional environment for both internal and external stakeholders. This position collaborates closely with all members of the sales and legal teams and provides direct administrative assistance to the Sales department and Corporate Counsel. Responsibilities include managing daily administrative functions, coordinating communications, maintaining accurate records, and supporting sales processes to enhance overall department efficiency.

ESSENTIAL FUNCTIONS

Sales Department

• Provides administrative support to the Sales department to ensure seamless daily operations.
• Manages and updates sales lead activity, including lead intake, tracking and reporting within sales management systems.
• Prepares, edits, and distributes sales reports, meeting agendas, lease proposals, abstracts, lease documents and commission agreements.
• Assists with the preparation of marketing and sales materials for property listings and promotional efforts.
• Maintains organized filing systems for sales and leasing documentation, both electronic and physical records.
• Coordinates lease packages and submission processes, including obtaining approvals via DocuSign.
• Serves as the primary point of contact for internal and external correspondence, ensuring timely communication with brokers, tenants and team members.
• Schedules and coordinates departmental meetings, conference calls, and virtual meetings.
• Manages and updates real estate broker and agent database while coordinating mailings and correspondence projects.
• Assists in processing sales tax exemption letters, employment verification reports, and lease approval tracking.
• Maintains and updates Sales department Standard Operating Procedures.

Legal Department

• Prepares, reviews, and files documents related to insurance policies pertaining to Uniland’s business activities.
• Facilitates administration of insurance claims, including builder’s risk, liability, and property insurance and other enterprise insurance policies; coordinates with brokers, carriers and internal teams to track and resolve claims.
• Manages compliance with certificate of insurance requirements and other risk management documentation across commercial properties and development projects.
• Maintains organized records for all insurance matters, including policies, claims, invoices, and correspondence, ensuring accuracy and accessibility for reporting and audits.
• Develops and prepare detailed reports, correspondence, and summaries related to insurance costs to support financial reporting and management decision-making.
• Liaises with insurance carriers, brokers, and internal teams to ensure smooth communication and timely issue resolution.
• Monitors insurance-related legal, regulatory, and industry developments; identify potential risks and opportunities.
• Evaluates and improve processes and systems related to insurance policy administration, claims tracking, and compliance documentation.

OTHER DUTIES   

• Provides general office administrative support, including serving as a backup receptionist and assisting other departments as needed.
• Attends applicable subject matter conferences, workshops, and networking events to stay updated on legal matters and industry trends related to this job function.
• Actively participates and contributes in any/all initiatives when requested and/or required.
• Conduct basic research and data compilation to support sales initiatives and decision-making.
• Conduct periodic audits of sales databases and records to ensure accuracy and completeness.

EDUCATION & EXPERIENCE

• High School Diploma or equivalent required.
• Associate’s degree or course work in business administration, office management or related field preferred.
• NYS Notary Certificate is preferred.
• A minimum of 2 years of administrative or clerical experience, preferably in a corporate or office setting.
• Experience with office management, customer service, or sales coordination is a plus.
• Proven experience in communication and interpersonal skills, with the ability to interact effectively with internal and external stakeholders, attorneys, and executives.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of commercial real estate terminology, leasing processes, and sales operations.
• Basic understanding of financial tracking, lease agreements, and reporting functions in a sales environment. 

• Utilizes document management, electronic filing systems, and legal case tracking systems efficiently, particularly for commercial real estate contracts.
• Applies strong organizational skills to manage complex commercial property files, development projects, and multiple deadlines.
• Pays close attention to detail to ensure accuracy in legal documentation, filings, insurance compliance, and regulatory reporting.
• Exercises discretion and maintains confidentiality when handling sensitive legal, financial, and proprietary information.
• Coordinates effectively across development, legal, tax, and property management teams to facilitate smooth communication and issue resolution.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and CRM systems such as HubSpot or Deal Manager.
• Strong administrative and organizational skills with the ability to manage multiple tasks and deadlines. 
• Excellent written and verbal communication skills for drafting correspondence, reports, and interacting with clients and team members.
• Strong attention to detail and accuracy in maintaining records, preparing documents, and updating sales data.
• Strong interpersonal skills to build and maintain positive relationships with internal teams, brokers, tenants, and clients.
• Problem-solving skills with the ability to anticipate needs and provide proactive administrative support.
• Strong time management skills to prioritize and complete tasks efficiently in a fast-paced environment.
• Familiarity with scheduling meetings, coordinating conference calls, and preparing meeting agendas.
• Ability to adapt to changing priorities and work under pressure to meet deadlines.
• Ability to work independently while also collaborating effectively with a team.
• Customer service mindset with a professional demeanour when interacting with clients and stakeholders.
• Ability to adapt to a fast paced and dynamic work environment.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• Extended periods of sitting at a desk or workstation while performing administrative tasks. 
• Regular use of computers and other office equipment, requiring manual dexterity and visual concentration. 
• Occasionally required to lift and/or move up to 10 pounds. 
• Mobility within the office environment to attend meetings, training sessions, or other events. 
• Ability to communicate effectively with associates, supervisors, and external stakeholders in person, over the phone, or via email.  
• Office-based environment with standard office equipment and ergonomic furniture. 
• Exposure to typical office noises such as phone calls, conversations, and office equipment operation. 
• Work will be performed in an in-office environment.    
• Local travel may be required to ensure effective coordination and management of insurance functions of this position.

Uniland Development Company is an equal opportunity employer and does not discriminate on the basis of any legally protected status or characteristic. Protected veterans and individuals with disabilities are encouraged to apply. 

Applicants must be legally authorized to work in the United States at the time of hire. No visa sponsorship is available for this position.

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