Executive Administrator

The Keith Corporation•Charlotte, NC

2d•$65,000 - $70,000•Onsite

About The Position

The Executive Retail Assistant is responsible for the day-to-day administrative process for the retail division and support services, allowing retail brokers to leverage their time and resources as they network or market commercial retail properties, represent retail buyers and sellers, and develop commercial retail properties.

Requirements

Associate degree (required)
5+ years of experience as a processing assistant or administrative assistant with similar duties
Valid driver’s license (required)
Familiar with standard concepts, practices, and procedures within the field of commercial real estate

Nice To Haves

Bachelor's degree (preferred)
Possess or be willing to obtain a notary commission certificate
Photoshop Elements and Google Earth a Plus

Responsibilities

Prepare correspondence, proposals, listing agreements, and contracts for retail brokers
Provide support and assistance with a range of daily tasks for the retail department, including calendar management, ordering lunches, receptionist duties, etc.
Keep a tickler file for supported team of expiration dates of important documents/permits, i.e. Broker’s License, TSA Pre-Check, Passport, etc.
Run demos using mapping and demographic software, including Sites USA and Google Earth
Mapping: plot site locations and/or retail competition maps using mapping software
Maintain market aerials/maps on current territories, including our clients’ stores, competitors, major malls, and big-box retail
Utilize GIS and local government offices to locate ownership, property records, and tax information
Perform demographic analysis as requested by our clients, including locating potential “hot spots.”
Create materials for Real Estate Committee (REC) packages with aerials, market maps, demographics, drivetime zone maps, distance maps, and any other information required
Assemble books for market tours, including market maps, contact brokers for property brochures, interface with Chambers of Commerce and Economic Development Committees
Manipulate site plans, aerials, and other maps and documents in Photoshop Elements, Microsoft Publisher, and Snagit for Leases, Committee Review, Exhibits, and Broker Research
Under the broker's guidance, assist in obtaining items required to close deals, including subdivision maps, permits, environmental reports, engineering reports, etc., and interface directly with vendors to obtain these items.
Manage commission invoicing with accuracy and confidentiality
Maintain Real Estate Licensing for all Brokers at The Keith Corporation
Gather all retail listing information and provide it to the Marketing department for placement in external commercial databases
Advise the Marketing department of new listing signage needs and provide relevant location and signage information.
Maintain a neat and orderly work area.
Planning, preparation, setup, and cleanup of internal and external retail broker meetings, luncheons, etc. Provide meeting support to other teams as needed
Calendar management for multiple brokers
Assist with the year-end budget for the retail department
Prepare expense reports for the retail department
Develop and maintain a positive working relationship with personnel on all levels, both within the company and with clients.
Develop and maintain contact lists, client lists, prospect lists, etc.
Assist brokers in creating prospect lists
Perform database searches for retail brokers as requested and in the format requested.
Manage any errands the retail brokers require (e.g., picking up blueprints, color copies, making deliveries, etc.)
Arrange for travel, hotel, and car reservations
Maintain membership records of various Broker affiliations, including ICSC, CCIM, etc.
Occasionally provide backup support to the Receptionist as needed
Assist brokers with personal errands & appointments