Administrative Assistant, Corporate Real Estate

Administrative Assistant, Corporate Real Estate

POSITION SUMMARY:

Provide administrative support to a Corporate Real Estate Department.  Responsibilities include administrative support for the Vice President and  AVPs  for Real Estate:  particularly,  including processing legal documents such as leases, consents, SNDAs, ROFOs, ROFR, and other such documents associated with the management of the company’s real estate portfolio.  The incumbent must be focused, self motivated, able to work independently, organize office data, collect and maintain information for databases, and communicate clearly in both written and verbal correspondence.  Maintaining strictest confidentiality is vital.

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KEY JOB ELEMENTS

1.  Provides organizational support for the Real Estate Department and its Department Head.  Maintains departmental activity calendars.

2.  Maintains and updates central lease and property records in electronic and hard copy files; also manage and update departmental intranet website.

3.  Maintains and updates HarborFlex, or other third party lease administration database.

4.  Organizes meeting dates, sets up conference calls, including WebEx, for Real Estate Department, as directed; takes and prepares minutes for various meetings, as directed.

5.  Generates and distributes periodic accounting reports and summaries from Lawson and other sources.  Maintains and updates vendor and supplier contract files.  Process purchase orders, and invoices, as directed, and maintain records as required.

6.  Makes travel arrangements for Vice President, AVPs, and other Real Estate Department staff, as necessary.

7.  Conducts general administrative duties for the department such as:  ordering supplies; answering telephone and directing inquiries; processing overnight and certified mailings, preparing answers for routine correspondence; collection of data and gathering information for a variety of topics to complete documents; coordination of scheduling for department.

8.  Contributes to special projects, as assigned.

POSITION REQUIREMENTS:

1.  College degree preferred.

2.  At least four years of progressively responsible experience providing administrative support and database management, to an executive in a fast paced real estate environment.

3.  Notary preferred.

4.  Personal computing skills: proficiency in MS Word, Excel, PowerPoint, and MS Project, Lawson, basic database programs.  Experience with Harborflex is a plus.

5.  Excellent organizational abilities and a positive outlook.

6.  Superior communication skills.  Professional appearance and telephone manner.

7.  Experience handling the scheduling of conference calls and meetings, including travel arrangements.

8.  Problem-solving and analytical skills. Ability to handle multiple tasks.

9.  Ability to maintain confidentiality is essential.

forward resumes to:  EDMC / Staffing Specialist
staffing@aii.edu
fax: 412-995-7732