Administrative Assistant

Administrative Assistant

Responsibilities of the Administrative Assistant role include:

• Handling all administrative needs for all leasing team members, including telephone support, travel, expense reporting, filing, correspondence, scheduling, marketing material organization and distribution, document support, production reporting and other administrative responsibilities as needed.
• Ensuring the accurate and timely import of data into Dynamics, the leasing pipeline and relationship management system, while maintaining data integrity and meeting deadlines.
• Managing Assignment Process in Dynamics including gathering necessary financial information, uploading all information into Dynamics, and working with legal and leasing to make sure these are handled and executed.
• Answering questions from current and potential tenants regarding available leasing space and helping tenants with issues or questions.
• Assisting Leasing Team Members with outreach to potential tenants.
• Collecting information on qualified prospects for the leasing agent. This includes tenants' information sheets, tenant financial information, and tenant credit reports. Information includes:
• Type of business
• Website
• If first location of the operator, requesting business plan
• Pulling together email with all information for Leasing Rep to review
• Responding to operator if Leasing is not interested in moving forward with the use
• Running credit reports on potential tenants, securely filing and distributing information to Investments and Leasing.
• Preparing information for the review of the leasing agent and brokerage agreements.
• Issuing and tracking commission agreements with outside brokers
• Setting up meetings and scheduling appointments as requested by Leasing agents and assisting in coordination of company conference rooms.
• Collecting all paperwork that needs to be signed. Following up with tenants and regional offices to ensure all paperwork is returned in a prompt manner.

Additional support includes:

• Collaborating with Events & Experiences Team and Chief of Staff on Ad-Hoc event planning. (~3X per year)
• Overseeing setup, execution, clean-up ensuring a seamless experience. (~3X per year)
• Negotiating contracts/pricing with vendors. (~1-2X per year)
• Coordinating Logistics such as audio-visual equipment, table setting, gift preparations. (~2-3X per year)
• Managing RSVP's and event communications as requested. (~2-3X per year)
• Printing and binding marketing material for marketing team
• Managing and processing expense reports for multiple team members across various departments, including leasing, legal, development and investments.
• Supporting departmental communications and related administrative activities.
• Providing administrative and operational support to business functions as assigned.

Requirements include:

• BS/BA Preferred
• Experience in transactional commercial real estate environments, such as commercial real estate law firms or commercial real estate development firms, is a plus.
• Experience with retail real estate transactions, particularly leasing and/or construction/development, is preferred.
• Requires demonstrated tact and diplomacy especially concerning phone procedures. Must have a high level of interpersonal skills to handle sensitive and confidential situations.
• High level of self-organization as well as demonstrated ability to keep others organized
• Must be self-reliant, self-directed, with ability to work in a deadline driven, fast paced environment.
• Proficiency in all key MS Office applications, especially Outlook, Word and Excel.
• Analytical ability is required to find solutions to various administrative problems and prioritize work. Must be assertive and vocal in asking for help if confused on a task or priority.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.