Administrative Assistant

1 week ago


Indianapolis, United States Simon Property Group Inc Full time

Job Location:

Corporate Indianapolis

PRIMARY PURPOSE:

As a key member of the Legal Leasing Department, the ideal candidate will provide primary support to the Attorneys in all phases of the negotiation/documentation process pertaining to leases and related matters. Assisting as required in follow-up communication to expedite the document negotiation process; periodic printing/distribution of reports as required; maintenance of a variety of administrative documents, and telephone/messaging. Providing primary support for at least two Attorneys, while supporting the Leal Leasing team as directed, with an overall goal of maintaining a professional, "customer service" demeanor at all times.

PRINCIPAL RESPONSIBILITIES:

The successful candidate's responsibilities will include, but not be limited to:

* Drafting and revising legal documents (e.g. lease agreements, and ancillary documents) in accordance with all corporate/departmental policies and procedures
* Monitoring the Legal Deal Status Report, confirmation of approval status and forwarding to Attorneys
* Utilize internal platform templates to initiate legal documents and workflows, ensuring that the legal document is accurate
* Review of Fact Sheets and Tenant information to provide to the Attorneys
* Ensure the accurate input of deal specific information into legal documents, including verification of property specific details
* Use of advanced Microsoft Word functionalities
* Establish and maintain digital or physical filing system
* Establish a consistent communication process ensuring that appropriate milestones and tasks are completed
* Assist with follow-up communications with tenants and Leasing personnel
* Responsible for administering DocuSign for Execution of the Lease Documents
* Serve as the communication "gatekeeper" for all external and internal communication
* Participating in department mail distribution rotation and processing as needed
* Other Administrative functions (i.e. scheduling, mail processing, calendar and phone maintenance, travel arrangements and other tasks as needed)

    

MINIMUM QUALIFICATIONS

* Proficient to Advanced experience in Microsoft Word
* Knowledge of Excel
* Knowledge of Lotus Notes
* Excellent verbal and written communication skills
* Flexibility and a willingness to assist others or address high priority matters as needed
* Ability to work independently without direct supervision
* Self-motivated and problem-solving experience
* Excellent time management/organizational skills
* Ability to meet deadlines and work well under pressure



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