Administrative Assistant

Responsibilities of the Administrative Assistant role:  

• Handle 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.


• Ensure the accurate and timely import of data into Dynamics, the leasing pipeline and relationship management system, while maintaining data integrity and meeting deadlines.


• Manage 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


• Answer questions from current and potential tenants regarding available leasing space and help tenants with issues or questions.         


• Assist Leasing Team Members with outreach to potential tenants.


• Collect 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
    
    
    
    
  
  
  • Run credit reports on potential tenants, securely file and distribute information to Investments and Leasing.
  
  
  • Prepare information for the review of the leasing agent and brokerage agreements.
  
  
  • Issue and Track commission agreements with outside brokers
  
  
  • Set up meetings and schedule appointments as requested by Leasing agents and assist in coordination of company conference rooms.
  
  
  • Collect all paperwork that needs to be signed. Follow up with tenants and regional offices to ensure all paperwork is returned in a prompt manner. 
  
  
  
  

Additional support includes:

• Collaborate with Events & Experiences Team and Chief of Staff on Ad-Hoc event planning. (~3X per year)


• Oversee setup, execution, clean-up ensuring a seamless experience. (~3X per year)


• Negotiate contracts/pricing with vendors. (~1-2X per year)


• Coordinate Logistics such as audio-visual equipment, table setting, gift preparations. (~2-3X per year)


• Manage RSVP’s and event communications as requested. (~2-3X per year)


• Print and bind marketing material for marketing team


• Manage and process expense reports for multiple team members across various departments, including leasing, legal, development and investments.


• Support departmental communications and related administrative activities.


• Provide administrative and operational support to business functions as assigned.

Requirements: 

• 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.