Real Estate Administrative Assistant Job Description
Real Estate Administrative Assistant Duties & Responsibilities
To write an effective real estate administrative assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included real estate administrative assistant job description templates that you can modify and use.
Sample responsibilities for this position include:
Real Estate Administrative Assistant Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Real Estate Administrative Assistant
List any licenses or certifications required by the position: DHCR, LEED
Education for Real Estate Administrative Assistant
Typically a job would require a certain level of education.
Employers hiring for the real estate administrative assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Real Estate, Communication, Management, Associates, Computer, Administrative Assistant, General Education, Business, Business/Administration
Skills for Real Estate Administrative Assistant
Desired skills for real estate administrative assistant include:
Desired experience for real estate administrative assistant includes:
Real Estate Administrative Assistant Examples
Real Estate Administrative Assistant Job Description
- Perform smaller projects
- Coordinate and organize all travel arrangements, by writing travel and transport service requests
- Co-ordinate challenging travel schedules and itineraries, process expenses
- Manage extensive call volume (place, receive and screen calls)
- Support managers by understanding their business function and broader CSRE business and organizational structure
- Prepare agendas, meeting notes and action items for key meetings and take minutes
- Co-ordinate leadership lunches and support people engagement initiatives
- Assist senior managers visiting from other office locations
- Track team whereabouts, including timesheet entry and approvals
- Liaise with other assistants to ensure smooth and consistent service at all times
- Highly service-oriented individual with the ability to work well both as an individual contributor and as part of a team
- Detail-oriented, organized, and able manage time effectively
- Ability to maintain a strong working relationship with internal and external clients, and project a professional image
- A Bachelor’s Degree and at least 2 years experience in facilities or real estate
- Real estate, contract or legal background is very helpful
- Minimum 5 years direct experience as either a senior Assistant or equivalent at a financial services institution
Real Estate Administrative Assistant Job Description
- Processing correspondence and letters
- Reviewing, tracking and maintaining documents such as funding memos
- Reviewing and maintaining expenses for investment properties
- Developing and maintaining electronic and non-electronic filing systems
- Managing legal bills and invoices
- Performing other administrative duties as needed, such as faxing, copying and ordering supplies
- Opportunity to take on additional administrative responsibilities for asset management team
- General clerical duties include printing, copying, faxing, overnight mail, binding
- Receive incoming mail to sort, date stamp and distribute
- Prepare and submit expense reports and coordinate travel arrangements
- Flexible attitude with the willingness to take on new projects
- Hard-working with strong dedication to the position and company
- Minimum 2 to 5 years relevant experience, some experience within real estate or financial services preferred
- Possess analytical skills and the ability to manage project-based work
- Generate and assemble reports using spreadsheets and other documents
- Schedule and coordinate on and off-site meetings which may include refreshments and/or meals
Real Estate Administrative Assistant Job Description
- Processing lease transaction documents and accompanying compliance and routing forms
- Creating marketing email flyers for available office space to be emailed to the brokerage community
- Providing back-up support to the reception desk
- Assisting with accounting area including processing PO’s, invoices and checks
- Editing floor plan PDF, JPEG, and TIFF files using Microsoft Paint and Adobe Acrobat
- Performs a variety of administrative and clerical tasks for assigned staff including but not limited to phone support, distribution of correspondence, expense reporting, calendar and scheduling, meeting coordination, filing and copying
- Provides secretarial, administrative and clerical support to the Department Manager and department staff, as needed
- Monitors staff compliance with Reg U courses and standard corporate reporting requirements such as SOX, revalidation and information security questionnaires
- Using a PC, composes correspondence and memos from brief instructions
- Takes minutes at staff meetings as required
- Prior administrative or related experience, minimum 5 years
- 2+ years administrative/professional office experience
- Advanced office software skills are required (Microsoft Office, Adobe Acrobat)
- High expectation to be organized, methodical and efficient
- Effective interpersonal communication written and verbal, good listening skills to anticipate need for information and facilitate timely follow-up
- Must be flexible for occasional overtime
Real Estate Administrative Assistant Job Description
- Places work orders for computers and telephones for new hires
- Arranges security access cards for staff and guest passes for visitors and vendors
- Maintains building access records for the department and for reporting to Corporate Security
- Manages inventory list of records transferred to records storage and processes requests for their retrieval and return
- Receives, sorts and screens incoming mail
- Addresses outgoing correspondence to appropriate department/customer
- Coordinates social functions
- Attends training to keep current and upgrade skills
- Answers and directs incoming phone calls for Department Manager
- Interacts directly with customers in the absence of the Manager
- Provide continuous support to the Director of Global Real Estate & Workplace Solutions
- Manage corporate expense reports for the Real Estate & Workplace Solutions, a team of five
- Manage Travel Arrangements for the Global Real Estate & Workplace Solutions, North America and International
- Maintain the Real Estate & Workplace Solutions Teams’ schedules
- Planning and scheduling meetings, conferences, and teleconferences
- Ordering office supplies for the department
Real Estate Administrative Assistant Job Description
- Assist with preparation of real estate documents for signature, including scanning and copying as appropriate, draft transmittal letters and coordinate document execution, advising necessary parties of the receipt of such executed documents and creating, organizing and maintaining physical and electronic files
- Assist with lease administration as necessary
- Create new vendor setup forms as LL information changes, ensuring Landlord and/or property management contact and payment information is maintained/updated
- Manage and monitor real estate legal expenditures and invoices, ensuring that they are timely received, reviewed, approved and paid
- Provide backup support to Development department staff
- Accurately arranges and schedules meetings and appointments, maintains calendar
- May complete payroll documentation and submit according to Network policy
- Composes routine correspondence for signatures
- Maintains files of contracts and correspondence and related materials electronically and paper, when appropriate
- Works interactively within Department in continuing own development through active participation in in-services and/or continuing education programs
- Making sure all Certificates of Insurances for consultants are up to date
- Reserving conference rooms for employees for both offices in New York
- Opening and sorting correspondence for the department
- Prepare monthly chargebacks for dining services
- Prepare monthly statistics for workplace solutions
- Minimum 1-3 years’ experience as an administrative assistant within a corporate environment