Administrative Assistant - Legal Collections

Simon Property Group•Indianapolis, IN

10d

About The Position

PRIMARY PURPOSE: Responsible for coordinating administrative support to Legal Collection Attorney(s), Bankruptcy Manager, Paralegals, Vice-President/Bankruptcy Counsel, and Legal Services (as needed). PRINCIPAL RESPONSIBILITIES: Will include, but not be limited to: Analyze department needs to ensure an efficient workflow which results in a timely product, identifying potential obstacles, finding solutions and escalating issues. Utilize strong decision making and business-related skills to determine management administrative needs, prioritizing tasks daily. Mail - Primary accountable for Legal Collections and Bankruptcy Mail, which includes opening and distributing as well as scanning, coding, and delivering checks. Scanning, copying, and filing as needed. Backup telephone coverage - properly directing incoming calls. Create cover sheets and scan legal documents into TAP. Mailing of Default Notices, letters, bankruptcy correspondence and claims as needed. Payment of legal fee invoices via Coupa and TyMetrix 360. Reconciliation and review of charges paid on departmental procurement card. Initiate Write-Offs as needed. Assist in Yardi cleanup of closed legal or bankrupt accounts where credits, cash or security deposits can be applied. Policy Database Coordinator responsible for maintaining the department Policy & Procedure database, includes assigning issues, publishing new and revised policies as well as running periodic reports. Schedule travel and input expense reports (Chrome River). Inventory and order supplies – including but not limited to letterhead, envelopes, business cards, copier/printer needs. Create IS tickets/Angus requests for technical/maintenance support for employees and the East Workroom. Back up other administrative assistants as needed. Other projects / duties as assigned.

Requirements

Computer experience required - Microsoft Office including Excel, Word, SharePoint, and Yardi.
Ability to organize and meet daily/hourly deadlines.
Excellent communication skills, both written and oral.
Ability to handle multiple priorities and work well under pressure.
Ability to work independently.
Minimum two years clerical or secretarial experience, account receivable/ collections background preferred.
Ability to handle difficult situations over the phone, answer questions or direct calls appropriately in a professional manner.
Experience in a fast paced, changing environment.

Responsibilities

Analyze department needs to ensure an efficient workflow which results in a timely product, identifying potential obstacles, finding solutions and escalating issues.
Utilize strong decision making and business-related skills to determine management administrative needs, prioritizing tasks daily.
Mail - Primary accountable for Legal Collections and Bankruptcy Mail, which includes opening and distributing as well as scanning, coding, and delivering checks.
Scanning, copying, and filing as needed.
Backup telephone coverage - properly directing incoming calls.
Create cover sheets and scan legal documents into TAP.
Mailing of Default Notices, letters, bankruptcy correspondence and claims as needed.
Payment of legal fee invoices via Coupa and TyMetrix 360.
Reconciliation and review of charges paid on departmental procurement card.
Initiate Write-Offs as needed.
Assist in Yardi cleanup of closed legal or bankrupt accounts where credits, cash or security deposits can be applied.
Policy Database Coordinator responsible for maintaining the department Policy & Procedure database, includes assigning issues, publishing new and revised policies as well as running periodic reports.
Schedule travel and input expense reports (Chrome River).
Inventory and order supplies – including but not limited to letterhead, envelopes, business cards, copier/printer needs.
Create IS tickets/Angus requests for technical/maintenance support for employees and the East Workroom.
Back up other administrative assistants as needed.
Other projects / duties as assigned.