Administrative Assistant

S.L. Nusbaum Realty Co.; Norfolk (VA); On-site; USD 40,000 - 52,000; Full time

Job summary

S.L. Nusbaum Realty Co. in Norfolk, VA is seeking an Administrative Assistant to provide high-level administrative support across office operations.

The role requires precise document preparation, proofreading, data entry, and effective coordination of meetings and communications within a busy real estate environment. Ideal candidates will have strong MS Office skills, attention to detail, and the ability to manage multiple tasks with timelines, while maintaining confidentiality and

Qualifications

• Bachelor’s degree or equivalent combination of education and work experience applicable to role.
• Real estate, contract, legal knowledge is a plus.

Responsibilities

• Prepare and/or redline leases, renewals, modifications, terminations, assignments, promissory notes, commissions and exclusive listings.
• Coordinate meetings (catering, room reservations, AV, communications) for Sales, Leasing & Brokerage.
• Prepare and circulate expense reports as needed.
• Order office equipment and business cards for the department.
• Provide backup support to administrative team during PTO or vacancies.

Skills

Organizational skills

Time management

Detail-oriented

Legal language comprehension

Professionalism

Education

Bachelor's degree

Tools

MS Office Suite

Adobe Acrobat

RingCentral

MRI

Intact

Buildout

Snagit

REIN MLS

Retail Lease Track

Job description

Administrative Assistant opening at our corporate office located in Norfolk, VA.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

General Administrative Duties

• Provide high-level administrative support to include: excellent typing skills; letter & email preparation; editing & proofreading all documents for appropriate grammar, punctuation, and spelling; database entry and file setup, maintenance,organization&auditing;performingresearch;printing,scanning,faxing,&filingdocuments;provide general IT troubleshooting support for agents; scheduling & reserving conference and/or video calls; handling information requests; updating reports
• Knowledge of electronic office equipment (computers, printers, copiers, scanners, etc.) and software (MS Office suite, Internet, Adobe Acrobat, RingCentral, MRI, Intact, Buildout, Snag It, REIN MLS, Retail Lease Track, and any other program that may be assigned)
• Prepareandcirculateexpensesreports,asneeded
• SecuresignaturesondocumentsandnotarizationfromNotarywithinoffice,asrequired
• RunEquifaxcreditreports,asneeded
• Coordinate all aspects(catering, room reservation, communication, AV equipment, etc.) of monthly Sales,Leasing & Brokerage meeting and other departmental meetings, as needed
• Orderingofficeequipment&businesscardsfordepartment,asneeded
• ProvidebackupsupportforadministrativeteamduringPTO,illness,andvacancy,asneeded
• Anyotherdutiesasassigned

Key Responsibilities

• Prepare and/or redline agreements (leases, renewals/extensions, modifications, terminations, assignments, promissory notes, commissions, exclusive listings, sales agreements, etc.) on behalf of landlords and tenants, to include: generating standard reports (account balances, certificate expirations, gross sales, etc.) and calculation of rent, operating expenses, security deposits, percentage rents, commissions, and improvement allowances
• Compose and circulate written and/or electronic correspondence related to preparation, execution and administration of agreements with tenants, landlords, attorneys, insurance agents, sign contractors, etc. regarding delivery of premises, review & approval of signage and insurance, receipt of required documentation, etc.
  • Reviewandprocesspaperworkfordisbursementoffundsrelatedtocommissionsandimprovementallowances
  • Critical function is to secure and finalize all items by processing documents in a timely fashion for both the physical and electronic files
• Maintain cooperative working relationships with Agents and the Lease Administration, Commercial Property Management, Collections and Accounting 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

Administrative Duties

• Manage/overseecomplexdocumentpreparation,administrativetasks,onboardingofshoppingcenters,andprovide guidance to assistants related to language and documents, as needed

SKILLS/QUALIFICATIONS

• Excellentorganizationalskills;highlyservice-oriented&detail-oriented
• Superiortimemanagementskills;abilitytohandlemultipleconcurrentprojects,withhighdegreeofaccuracy,and meet deadlines in a high-pressure environment
• EfficientinMSOffice(Word,Excel,Outlook,PowerPoint,Publisher);excellenttypingskillsandinternet navigation
• Displayhighstandardsofethicsandconfidentialitywhenhandlingsensitiveinformationandpossessgood judgement when communicating the same within and outside of the company and department
• Abilitytoreadandcomprehendcomplexlegallanguageinworkrelateddocuments
• Display strong work ethic, high level of professionalism, positive and personable demeanor, well-groomed appearance, punctual and dependable

EDUCATIONANDTRAINING

• Bachelor’sdegreeorequivalentcombinationofeducationandworkexperienceapplicabletorole
• Realestate,contract,legalknowledgeisaplus