Administrative Assistant

About the Role

Administrative Assistant position at our corporate office in Norfolk, VA, providing high-level support to the department with a focus on administrative, operational, and document management tasks.

Responsibilities

• Provide high-level administrative support, including typing, letter and email preparation, editing, proofreading, database entry, file maintenance, research, and general IT troubleshooting for agents.
• Operate and maintain knowledge of electronic office equipment (computers, printers, copiers, scanners) and software (MS Office suite, Internet, Adobe Acrobat, RingCentral, MRI, Intact, Buildout, Snag It, REIN MLS, Retail Lease Track, and other assigned programs).
• Process and distribute departmental mail; prepare and circulate expense reports; secure document signatures and notarization as required.
• Run Equifax credit reports and coordinate all aspects of monthly Sales, Leasing & Brokerage meetings (catering, room reservations, AV equipment, etc.).
• Order office equipment and business cards; provide backup support for the administrative team during absences.
• Prepare and/or redline agreements (leases, renewals, modifications, terminations, assignments, promissory notes, commissions, exclusive listings, sales agreements) for landlords and tenants.
• Generate standard reports (account balances, certificate expirations, gross sales) and calculate rent, operating expenses, security deposits, percentage rents, commissions, and improvement allowances.
• Compose and circulate correspondence related to agreement preparation, execution, and administration with tenants, landlords, attorneys, and other stakeholders.
• Review and process paperwork for disbursement of funds related to commissions and improvement allowances; ensure timely processing of documents for physical and electronic files.
• Maintain cooperative working relationships with Agents, Lease Administration, Commercial Property Management, Collections, and Accounting departments to set up and maintain tenant accounts.
• Build and maintain marketing materials in electronic and physical form; distribute mailers and eblasts as required.
• Provide superior support to the Department Head, prioritize competing demands, and oversee complex document preparation and administrative tasks.
• Assist in onboarding shopping centers and provide guidance to assistants on document language and preparation.

Requirements

• 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 accuracy and meet deadlines in a high-pressure environment.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint, Publisher); excellent typing skills and internet navigation.
• High standards of ethics and confidentiality when handling sensitive information; good judgment in communication within and outside the company.
• Ability to read and comprehend complex legal language in work-related documents.
• Strong work ethic, professionalism, positive demeanor, well-groomed appearance, punctuality, and dependability.

Qualifications

• Bachelor’s degree or equivalent combination of education and work experience applicable to the role.
• Minimum 5 years of experience in an advanced administrative role.
• Real estate, contract, or legal knowledge is a plus.
• Notary Public certification.