Description

• Provide high-level administrative support including typing, letter and email preparation, editing, proofreading, database entry, file maintenance, research, printing, scanning, faxing, filing, IT troubleshooting, scheduling conferences, handling requests, and updating reports.
• Process and 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 the office Notary as required.
• Run Equifax credit reports as needed.
• Coordinate all aspects of monthly Sales, Leasing & Brokerage meetings and other departmental meetings, including catering, room reservation, communication, and AV equipment.
• Order office equipment and business cards for the department as needed.
• Provide backup support for the administrative team during PTO, illness, and vacancy as needed.
• Prepare and/or redline agreements such as leases, renewals, modifications, terminations, assignments, promissory notes, commissions, exclusive listings, and sales agreements, and generate related reports and calculations.
• Compose and circulate written or electronic correspondence related to agreement preparation, execution, and administration with tenants, landlords, attorneys, insurance agents, and sign contractors.
• Review and process paperwork for disbursement of funds related to commissions and improvement allowances.
• Secure and finalize all items by processing documents promptly for both physical and electronic files.
• Maintain cooperative relationships with agents and various 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 the Department Head and assist in prioritizing and managing competing demands.
• Manage and oversee complex document preparation, administrative tasks, onboarding of shopping centers, and guide assistants on language and documents as needed.

Requirements

The successful candidate will bring strong analytical, interpersonal, and communication abilities, be highly organized, detail‑oriented, and capable of managing multiple projects under pressure. A bachelor’s degree and at least five years of advanced administrative experience, preferably with real‑estate or legal knowledge, are required.

• Knowledge of electronic office equipment and software such as MS Office, Adobe Acrobat, RingCentral, MRI, Intact, Buildout, Snag It, REIN MLS, and Retail Lease Track.
• Strong analytical, interpersonal, and written & oral communication skills.
• Excellent organizational skills; highly service‑oriented and detail‑oriented.
• Superior time management skills; ability to handle multiple concurrent projects with high 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 exercise good judgement in communications.
• Ability to read and comprehend complex legal language in work‑related documents.
• Display strong work ethic, high professionalism, positive demeanor, well‑groomed appearance, punctuality, and dependability.
• Bachelor’s degree or equivalent combination of education and work experience applicable to the role.
• Minimum five years of experience in an advanced administrative role.
• Real estate, contract, or legal knowledge is a plus.
• Notary Public certification.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance