Real Estate Assistant

GENERAL INFORMATION:

Are you exceptionally organized?  Do you enjoy multi-tasking and disseminating information?  If so, keep reading!  We are looking for a team player with a positive attitude and outstanding customer service skills to provide complex administrative support to the Business Development & Properties team. Enjoy a respectful work environment that supports curiosity, collaboration and contributing your best. We foster a performance coaching culture and offer training and advancement opportunities to further your ongoing career development. This includes tuition reimbursement, on-the-job training, conferences and a whole lot more.  

SUMMARY OF ESSENTIAL RESPONSIBILITIES:

• Coordinate and provide administrative and logistical support to the Business Development & Properties (BDP) Director and their management team: Maintain Outlook contacts, schedule and organize meetings, and create meeting agendas. Prepare marketing and meeting packets as requested. Proofread and edit documents and presentations. Assist with procurement card reconciliations, check requests, and support budget process. Coordinate travel. Assist with completing project forms and procedures.
• Create and edit spreadsheets, reports, meeting minutes. Create and maintain contact and distribution lists. Manage shared folders in BDP electronic libraries. Finalize documents for internal and external correspondence, occasionally originating correspondence for managers' approval. Prepare legal documents for signature.
• Prepare contract task orders and purchase requisitions: Ensure contract work adheres to purchasing policies and procedures. Manage leased property utility billings. Prepare monthly invoice billing requests. Acquire Certificates of Insurance and input critical insurance dates into tracking system. Key contact for monitoring contracts with appraisers, consultants and vendors. Facilitate payment on invoices.
• Direct or assist incoming general calls from public and real estate community regarding Port properties. Assist with the day to day operations and tenant relations through the coordination of tenant requests and administration of maintenance services. Provide high quality of customer service, update and maintain current daily and emergency tenant contact lists and tenant information manuals. Process correspondence for tenants, contractors and other third parties. Assist with the scheduling of contractor work and coordinate with tenants. Maintain reported Risk Management Policies and Incidents immediately upon occurrence and emergency contact information as well as a master tenant contact e-mail address listing.
•  Assist with the coordination of rent/lease information and budgets. Other miscellaneous assignments and special projects as requested. Maintain highly organized filing system for leases, tenants, insurance certificates, vendors, buildings, drawings, contracts and purchase orders. Assist the BDP Records Coordinator as needed. Electronically scan and maintain business information; photos, documents, business cards, vertical e-mails. Maintain hard copy files and database for lease agreements and related property documents. Archive inactive or closed Property files.

MINIMUM REQUIREMENTS:

• Associates degree in Business Administration or related field is preferred; or, the equivalent combination of education and relevant work experience is required.
• Minimum of five (5) years' experience providing broad based, advanced-level administrative support in a business setting.
• Experience working in a high volume service environment with extensive customer contact is preferred.
• Advanced knowledge of the following is preferred: Base property lease abstracts. Public contracts and procurement procedures. Revenue Contract Making (RCM) policies and procedures.

SKILLS AND ABILITIES:

• Proven ability to express ideas clearly in written and verbal communications.
• Excellent proofreading and editing skills for spelling, punctuation and grammar.
• Able to perform basic math functions.
• Demonstrated ability to organize workload and prioritize tasks to meet changing priorities and deadlines.
• Effective working independently or as part of a team. able and effectively in collaboration with peers and team members.
• Intermediate to advanced skills with current Microsoft Office applications.
• Proven team player who shows the utmost respect for others. Ability to: Apply a broad knowledge of administrative procedures/policies and office operations. Manage contracts, leases, task orders and agreements as required. Resolve problems with outside vendors and consultants. Create and maintain advanced properties tenant/lease file system and database. Organize and prioritize workload to meet deadlines with frequent interruptions. Make decisions in the absence of specific direction. Maintain high level of confidentiality. Document, proof and edit technical information. Work with diverse employee groups and demonstrate a commitment to valuing differences among individuals and have a passion for being inclusive.