ADMINISTRATIVE:

Standard administrative support functions:

• Compose, edit and type letters, memoranda, and transmittals.
• Compile, organize, and accurately finalize documents for signature or other distribution.
• Maintain Legal Department filing systems; create and maintain department files, paper and electronic and adhere to document retention and destruction procedures, as outlined in the Records Management Policy.
• Schedule appointments and maintain calendars.
• Schedule conference rooms and arrange catering and all details for meetings;
• Organize and submit expense reports;
• Manage invoices, billing, expenses, credit card statements and employee reimbursements for department team.
• Operate office equipment such copiers/scanners, fax machines, all conference room audio visual presentation equipment and telephones with voice mail capabilities.
• Submit requests/order supplies as needed.

LEASING:

• Assist the Leasing Department to design and prepare presentations, proposals or other documents.
• Plan, coordinate, and prepare for marketing events and meeting functions.
• Maintain regional property inventory and update all marketing platforms (website, Costar, and VTS)
• Update and maintain property flyers, brochures for vacant space.
• Maintain stacking plans
• Maintain industry/broker contact list.
• Maintain electronic distribution lists for broker communications.
• Create Lease memos; process invoices.
• Distribute all lease-related documents to appropriate parties.
• Responsible for archiving departmental files.
• Coordinate materials for Prospect Tours.
• Maintain Leasing Department’s industry memberships and licenses.

REGION/BUILDING SPECIFIC FUNCTIONS:

• Special projects or assignments as requested by departmental staff.
• Perform other duties as assigned by the SVP, Leasing and/or the Office Manager.

REQUIREMENTS AND QUALIFICATIONS:

• High school diploma or equivalent educational certificate required; a BA/BS Degree preferred.
• Minimum of 2-5 years of administrative support experience. Real estate experience a plus.
• Related business/industry experience desirable.
• Excellent organizational skills with ability to set priorities, manage multiple projects, and meet project deadlines.
• Ability to work independently.
• Good time management.
• Require proficiency with Microsoft Office Applications and Adobe Creative Suite a plus.