Commercial Real Estate Administrative Specialist

QUALIFICATIONS

· Minimum of 3 years of experience as an administrative assistant; experience with a commercial real estate firm is required.

· Extensive familiarity with Microsoft Office programs, including:

· Excellent communication, composition, and organizational skills

· Strong work ethic, positive attitude, and good judgement

· Dedicated team player with a strong focus on client needs

· Ability to manage multiple projects accurately, effectively, and within required deadlines

· Ability to exercise discretion and maintain confidentiality

· Office

Hours:

8:00 am – 5:00 pm, Monday – Friday

RESPONSIBILITIES

· Coordinate and produce correspondence, proposals, spreadsheets, presentations, commission agreements, etc.

· Prepare property research and market searches using CoStar, central appraisal districts, etc.

· Create and prepare materials for client meetings, to include:

» market survey books – create, print, and bind

» market tour books – create, print, and bind

» proposal summary books - create, print, and bind

» placemats – create and print

· Review and prepare commission agreements, leases, purchase and sale agreements, lease abstracts, and financial analysis

· Prepare closing books – create, print, and bind

· Create and maintain client files

· Maintain calendaring and scheduling through Outlook

· Schedule market tours with respective listing brokers through Outlook calendar invites

· Prepare commission invoices; submit invoices and W9 on closed transactions

· Enter critical lease dates and purchase/sale dates via calendar appointment in Outlook and copy all parties of the transaction on the calendar invite

· Enter closed transaction details (rent schedule, lease commence/expire, options, etc.) into client Outlook Contacts

· Prepare expense reports

· Perform other team administrative duties