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,&filingdocuments;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, Ring Central, MRI, Intact, Buildout, Snag It, REIN MLS, Retail Lease Track, and any other program that may be assigned)
• Prepareandcirculateexpensesreports,asneeded
• Securesignaturesondocumentsandnotarizationfrom Notarywithinoffice,as required
• Run Equifaxcreditreports,asneeded
• Coordinate all aspects(catering, room reservation, communication, AV equipment, etc.) of monthly Sales,Leasing & Brokerage meeting and other departmental meetings, as needed
• Orderingofficeequipment&businesscardsfordepartment,asneeded
• ProvidebackupsupportforadministrativeteamduringPTO,illness,andvacancy,asneeded
• Anyotherdutiesasassigned

• 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.
  • Reviewandprocesspaperworkfordisbursementoffundsrelatedtocommissionsandimprovementallowances
  • 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

• Manage/overseecomplexdocumentpreparation,administrative tasks,onboardingofshoppingcenters,and provide guidance to assistants related to language and documents, as needed

• Excellentorganizationalskills;highlyservice-oriented&detail-oriented
• Superiortimemanagementskills;abilitytohandlemultipleconcurrentprojects,withhighdegreeofaccuracy,and meet deadlines in a high-pressure environment
• EfficientinMSOffice(Word,Excel,Outlook,PowerPoint,Publisher);excellenttypingskillsandinternet navigation
• Displayhighstandardsofethicsandconfidentialitywhenhandlingsensitiveinformationandpossessgood judgement when communicating the same within and outside of the company and department
• Abilitytoreadandcomprehendcomplexlegallanguageinworkrelateddocuments
• Display strong work ethic, high level of professionalism, positive and personable demeanor, well-groomed appearance, punctual and dependable

• Bachelor’sdegreeorequivalentcombinationofeducationandworkexperienceapplicabletorole
• Realestate,contract,legalknowledgeisaplus