Administrative Assistant

16 hours ago

Dallas, United States Edens & Avant Realty, Inc. Full time

EDENS is the owner, developer and steward of a nationally leading portfolio of more than 100 open-air retail and mixed-use places in high-growth markets coast to coast. Through thoughtful planning, inspired merchandising and intentional community engagement, EDENS designs our places to achieve 3.5 trips per week and 5 hours of dwell time, reaching over 15 million people daily.

EDENS is committed to creating and fostering a workplace that is diverse, inclusive, and equitable. Our goal is to build and develop an organization that is a collective of diverse and talented people who find ways to Enrich Community using ideas that reflect the best of their unique points of view. We are passionate about our work and are looking to attract and retain individuals who are excited about being part of our community.

Responsibilities of the Administrative Assistant role:

* Handle all administrative needs for the leasing team, 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.
* Answer questions from current and potential tenants regarding available leasing space and help tenants with issues or questions.
* Update all marketing materials; prepare marketing packages for Leasing Agent use and/or distribution externally.
* Collect information on qualified prospects for the leasing agent. This includes tenants' information sheets, tenant financial information, and tenant credit reports.
* Run credit reports on potential tenants, securely file and distribute information to Investments and Leasing.
* Prepare information for the review of the leasing agent, including letters of intent, lease renewals, leasing proposals, and brokerage agreements.
* Organize, file and maintain all documents necessary for brokerage agreements. Prepare a monthly brokerage tracking sheets for distribution to Leasing agents. Follow up as needed for missing paperwork or forms.
* Set up meetings and schedule appointments as requested by Leasing agents, maintain senior employees' calendars and assist in coordination of company conference rooms.
* Collect all paperwork that need to be signed. Follow up with tenants and regional offices to ensure all paperwork is returned in a prompt manner.
* Provide comprehensive administrative support to departments within the West region, including Investment Management, Development, and Property Management, fostering seamless collaboration and ensuring the efficient execution of tasks.

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.

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