Administrative Assistant

S L Nusbaum Realty Co•Norfolk, VA

94d•Onsite

About The Position

Administrative Assistant opening at our corporate office located in Norfolk, Virginia. 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) Process & distribute departmental incoming and outgoing mail; operate mailroom equipment, as needed Prepare and circulate expenses reports, as needed Secure signatures on documents and notarization from Notary within office, as required Run Equifax credit reports, 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 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 Manage/oversee complex document preparation, administrative tasks, onboarding of shopping centers, and provide guidance to assistants related to language and documents, as needed

Requirements

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
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
Bachelor’s degree or equivalent combination of education and work experience applicable to role
Minimum 5 years experience in an advanced administrative role

Nice To Haves

Real estate, contract, legal knowledge is a plus
Notary Public

Responsibilities

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)
Process & distribute departmental incoming and outgoing mail; operate mailroom equipment, as needed
Prepare and circulate expenses reports, as needed
Secure signatures on documents and notarization from Notary within office, as required
Run Equifax credit reports, 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
Any other duties as assigned
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
Provide superior support to Department Head and assist in prioritizing/managing competing demands on attention
Manage/oversee complex document preparation, administrative tasks, onboarding of shopping centers, and provide guidance to assistants related to language and documents, as needed