Administrative Assistant

S.L. Nusbaum Realty Co.; Richmond (VA); On-site; USD 42,000 - 54,000; Full time

Job summary

S.L. Nusbaum Realty Co. in Richmond, VA is seeking an Administrative Assistant to support the corporate office with high-volume clerical tasks and document preparation.

Responsibilities include handling correspondence, preparing reports, coordinating meetings, maintaining filing systems, and providing IT troubleshooting support for agents. Proficiency in MS Office, attention to detail, and ability to manage multiple priorities are essential.

Qualifications

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

Responsibilities

• Provide high-level administrative support including typing, document preparation, editing, and filing.
• Prepare expense reports and secure signatures/notarizations as required.
• Coordinate meetings (catering, room reservations, AV) and manage communications.
• Order office supplies and equipment; maintain filing and record systems.
• Provide backup support for admin team during PTO or vacancies.
• Maintain cooperative relationships with Agents and departments to support tenant accounts.

Skills

Excellent organizational skills

Time management

MS Office proficiency

Typing skills

Ethics & confidentiality

Legal language comprehension

Professional demeanor

Education

Bachelor’s degree

Real estate knowledge

Legal knowledge

Tools

MS Office

Adobe Acrobat

RingCentral

MRI

Intact

Buildout

Snag It

REIN MLS

Retail Lease Track

Job description

Administrative Assistant opening at our corporate office located in Richmond, 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; performing research; printing, scanning, faxing, & filing documents; 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)
• Prepare and circulate expense reports, as needed
• Secure signatures on documents and notarization from Notary within office, as required
• Run Equifax credit reports, as needed
• Coordinate all aspects (catering, room reservation, communication, AV equipment, etc.) of monthly Sales, Leasing & Brokerage meeting and other departmental meetings, as needed
• Ordering office equipment and business cards for department, as needed
• Provide backup support for administrative team during PTO, illness, and vacancy, as needed
• Any other duties as assigned

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.
  • Review and process paperwork for disbursement of funds related to commissions and improvement allowances
  • 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/oversee complex document preparation, administrative tasks, onboarding of shopping centers, and provide guidance to assistants related to language and documents, as needed

SKILLS/QUALIFICATIONS

• Excellent organizational skills; highly service-oriented & detail-oriented
• Superior time-management skills; ability to handle multiple concurrent projects, with high degree of 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 possess good judgement when communicating the same within and outside of the company and department
• Ability to read and comprehend complex legal language in work-related documents
• Display strong work ethic, high level of professionalism, positive and personable demeanor, well-groomed appearance, punctual and dependable

EDUCATION AND TRAINING

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