Administrative Assistant

3 days ago

Norfolk, United States S L Nusbaum Realty Full time

Adminstrative Assistant opening at our Corporate Norfolk, Virginia Office

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

General Administrative Duties

  • Provide high-level administrative support to include: excellent typing skills; letter & email preparation; editing & proofreading all documents for appropriate grammar, punctuation, and spelling; database entry and file setup, maintenance, organization & auditing; performing research; printing, scanning, faxing, & filing documents; provide general IT troubleshooting support for agents; scheduling & reserving conference and/or video calls; handling information requests; updating reports
  • Knowledge of electronic office equipment (computers, printers, copiers, scanners, etc.) and software (MS Office suite, Internet, Adobe Acrobat, RingCentral, MRI, Intact, Buildout, Snag It, REIN MLS, Retail Lease Track, and any other program that may be assigned)
  • Ability to adapt to changing job needs easily and to maintain advance skill level as technology advances
  • Be first point of contact for answering calls, screening inquiries, and greeting visitors
  • Process & distribute departmental incoming and outgoing mail; operate mailroom equipment, as needed
  • Prepare and circulate expenses reports, as needed; track agent expenditures for ICSC functions
  • Secure signatures on documents and notarization from Notary within office, as required
  • Run Equifax credit reports, as needed
  • Review and update distribution list for holiday cards, as needed
  • Coordinate all aspects (catering, room reservation, communication, AV equipment, etc.) of monthly Sales, Leasing & Brokerage meeting and other departmental meetings, as needed
  • Ordering office equipment & business cards for department, as needed
  • Provide backup support for administrative team during PTO, illness, and vacancy, as needed
  • Switchboard - Rotation basis for Receptionist's lunch relief
  • Any other duties as assigned
Key Responsibilities
  • Prepare and/or redline agreements (leases, renewals/extensions, modifications, terminations, assignments, promissory notes, commissions, exclusive listings, sales agreements, etc.) on behalf of landlords and tenants, to include: generating standard reports (account balances, certificate expirations, gross sales, etc.) and calculation of rent, operating expenses, security deposits, percentage rents, commissions, and improvement allowances
  • Compose and circulate written and/or electronic correspondence related to preparation, execution and administration of agreements with tenants, landlords, attorneys, insurance agents, sign contractors, etc. regarding delivery of premises, review & approval of signage and insurance, receipt of required documentation, etc.
    • Review and process paperwork for disbursement of funds related to commissions and improvement allowances
    • Critical function is to secure and finalize all items by processing documents in a timely fashion for both the physical and electronic files
  • Maintain cooperative working relationships with Agents and the Lease Administration, Commercial Property Management, Collections and Accounting departments to set up, coordinate, and maintain tenant accounts
    • Build and maintain marketing materials in electronic and physical form; distribute marketing materials, mailers, and eblasts, as required
Administrative Duties
  • Provide superior support to Department Head and assist in prioritizing/managing competing demands on attention
  • Distribute pertinent information regarding ICSC and X Team with Sales, Leasing & Brokerage and track expenses
  • Manage/oversee complex document preparation, administrative tasks, onboarding of shopping centers, and provide guidance to assistants related to language and documents, as needed
  • Train new assistants within department and provide feedback on progress; coordinate training schedule for summer interns within department
  • Work directly with Department Head to identify and/or reallocate administrative support within department
  • Act as a resource in identifying, troubleshooting, and/or administering process changes & project coordination within department
    • Work within department to continue own development through active participation in projects & training programs
      • Review Equifax and LoopNet billing and secure approvals for payment processing
        • Manage documents on Intranet and L-drive for department
        • Attend X Team calls and ICSC RECon and other departmental events, as needed
        • Make travel arrangements, if needed
        • Any other duties as assigned
SKILLS/QUALIFICATIONS
  • Strong analytical, interpersonal, and written & oral communication skills
  • Excellent organizational skills; highly service-oriented & detail-oriented
  • Superior time management skills; ability to handle multiple concurrent projects, with high degree of accuracy, and meet deadlines in a high-pressure environment
  • Efficient in MS Office (Word, Excel, Outlook, PowerPoint, Publisher); excellent typing skills and internet navigation
  • Actively listen to internal (supervisors, coworkers, subordinates, etc.) and external customers and effectively and appropriately communicate by telephone, in written form, e-mail or in person with regard to the audience
  • Display high standards of ethics and confidentiality when handling sensitive information and possess good judgement when communicating the same within and outside of the company and department
  • Ability to read and comprehend complex legal language in work related documents
  • Display strong work ethic, high level of professionalism, positive and personable demeanor, well-groomed appearance, punctual and dependable
EDUCATION AND TRAINING
  • Bachelor's degree or equivalent combination of education and work experience applicable to role
  • Minimum 5 years experience in an advanced administrative role
  • Real estate, contract, legal knowledge is a plus
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