Administrative Assistant
Overview:
Privately-held national real estate developer is adding to their administrative team. This is a newly created role and will assist multiple departments including legal, marketing, IT, and the Office Manager.
Great SouthPark location near shopping and dining. Salary up to $48,000, excellent benefits, and team-oriented culture.
Legal duties:
• Assist the paralegal with gathering signature pages for closings and other legal transactions
• Provide in-house notary services
• Setting up closing files, ensure files are complete and signed. Send files via FedEx and email documents to appropriate parties once executed. Save documents in the appropriate folder of shared documents drive
• Insurance coordination
• Managing document distribution (both physical and virtual)
Marketing duties:
• Assisting with document preparation (letters, creating pdfs, etc.)
• Internet research and cloud-based database input into CRM software
• Coordinating layout and ordering of collateral (business cards, e-signatures, etc.)
• Tracking inventory of ad specialty items
• Organizing image files on a cloud-based server
IT support duties:
• Follow up with team members when items need to be returned (loaners or old computers/
• equipment)
• Help with non-technical issues such as order and delivery statuses
• Managing document shipping and delivery
• Maintain IT equipment inventory/asset list
• Onboarding (coordinating e-signatures, welcome boxes, emergency contact lists, etc.)
Development duties:
• Database management – entering data into specific databases
• Miscellaneous organization, data entry, report updating
• Complete request forms for Development & Legal
Miscellaneous Administrative support duties:
• Serves as backup for Front Desk Coordinator by greeting guests/answering phones/covering lunch and days off in the reception area
• Assists with special company-wide projects and other general administrative duties, as needed
Qualifications:
• Minimum of 5 years’ related administrative experience required. Experience supporting multiple departments or in real estate/legal is a plus
• Current notary certification a plus; if not currently certified, you must be willing/able to take the certification class
• Comfortable learning new technology including Apple computers/software
• Extensive knowledge of Microsoft Office (Word, Excel, PowerPoint, and Outlook) required; should also have excellent word processing, editing, and formatting skills
• Working knowledge of Adobe Acrobat or similar PDF reader. Must be able to work with PDF files including editing, adding signature lines, inserting/extracting pages, etc
• Dependable, self-directed, demonstrate good judgment, time management skills and decision-making capabilities
• Must be highly organized and detailed oriented and work well under pressure to meet deadlines with the ability to think and act independently and strategically
• Highest degree of integrity, professionalism, diplomacy, and discretion required
• Polished demeanor and appearance
