Land Administrative Assistant

Key Responsibilities

• Gather, sort, and distribute incoming mail, including researching operator revenue checks in the accounting database to identify the correct account for routing.
• Prepare and send all outgoing mail, including overnight UPS and Fed Ex shipments.
• Greet visitors and direct them to the appropriate team member.
• Maintain organized physical and electronic filing systems and ensure records are accurate and current.
• Order and maintain office supplies and coordinate with building management and outside vendors.
• Receive, log, and save purchaser and producer reports to the appropriate files and shared systems.
• Assist with processing bulk investor division orders, including preparation, file management, and submission.
• Organize and maintain investor deed files, ensuring documents are properly indexed, filed, and readily retrievable.
• Sort, scan, and save monthly distribution statements with their respective check copies.
• Provide general administrative support to the team and assist with special projects as assigned.

• High school diploma or equivalent required; associate's degree preferred.
• Two or more years of administrative, clerical, or office support experience.
• Proficiency in Microsoft Office, particularly Outlook, Word, Excel, and Teams.
• Strong written and verbal communication skills with a professional, service-oriented manner.
• Excellent organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Sound judgment and the ability to handle confidential information with discretion.
• Ability to work independently and collaboratively in a fast-paced environment with capacity to grow into additional responsibilities.

• Experience supporting senior leadership or a multi-person team.
• Notary commission, or willingness to obtain one.

This position is based in an office setting with standard business hours. Occasional evening or weekend hours may be required to support deadlines or events. The role involves regular use of standard office equipment and may require occasional lifting of supplies or materials up to 25 pounds.