$18 to $20 Hourly
Benefits Offered
Dental, Life, Medical, Vision
Employment Type
Full-Time
Why Work Here?
“Great company, great benefits, full time work”
Real Estate Legal Admin Assistant
This position provides a wide variety of critical support functions to the Real Estate and Legal Departments.
RESPONSIBILITIES:
· Answer, screen, respond to and/or route to the appropriate department or individual, all phone calls, email and mail in a timely, professional and courteous manner.
· Serve as initial contact and liaison for all internal departments on real estate matters.
· Maintain a thorough knowledge and understanding of lease and sublease provisions.
· Open, set up, organize and maintain accurate real estate and legal files (physical and electronic).
· Maintain and update the Real Estate database and property/lease/sublease management system and generate required reports.
· Prepare and update Lease Abstracts.
· Prepare, update and distribute Real Estate Monthly Reports which includes tracking, auditing, reconciling and reporting information on all properties owned by the Corporation and leased or subleased to or by the Corporation.
· Proactively calendar, monitor, update and report pertinent information from each lease, sublease, amendment, purchase and sale agreement, or other real estate documents and corporation notices, including, but not limited to, lease term, expiration date, renewal and notice deadline dates, lease and rent commencement dates, due diligence reports, construction deadlines, store opening dates and due dates for rents, rent amounts, payments, landlord and tenant responsibilities and pass through costs.
· Research and gather information (via files or other departments) on company-owned property in order to complete reports for county property appraisers.
· Evaluate and assess common area maintenance, real estate tax and insurance billings, and annual reconciliations to ensure billing accuracy and compliance with lease agreements. Follow-up with the landlord or property management company to obtain necessary substantiating documentation, if applicable.
· Work with Accounting Department to confirm accuracy of accounting codes, pass through costs, real estate tax bills, payable and receivables for properties leased or subleased to or by the Corporation. Provide Accounting Department with information on company properties as requested.
· Monitor and ensure the accuracy and timely payment of rent, rent increases, annual reconciliations and other lease/sublease-related charges. Administer rent subsidy program as directed.
· Track, monitor and ensure timely receipt of rent payments for certain corporate owned properties.
· Coordinate and confirm timely execution, distribution and receipt of leases, subleases, amendments, and other legal and/or real estate documents by all parties.
· Assist with the timely delivery of insurance certificates to landlords (i.e. notification of insurance certificate deadlines, insurance specification under the lease, accurate certificate holder information and COI renewals).
· Assist with the acquisition and disposition of company properties as it pertains to gathering, assembling, reviewing, distributing and logging of due diligence information, such as letters of intent, purchase and sale agreements, appraisals, surveys, and title commitments and policies.
· Investigate, report, resolve, follow-up and/or assist in resolving corporate or dealer store (owned, leased or subleased) real estate, construction and/or maintenance issues by working with other departments, landlords, property managers, tenants, subtenants, dealers, dealer advisors, market managers, store managers and outside vendors as needed.
· Provide administrative support to in-house counsel, including, but not limited to, preparing legal correspondence, assisting with discovery requests and scheduling meetings.
· Assist with special projects and all other duties assigned by management.
QUALIFICATIONS:
· High School Diploma or GED – Associate Degree preferred but applicable skills can be substituted on a year for year basis.
· Minimum of three years applicable administrative/office management experience.
· Ability to understand legal terminology and interpret complex legal real estate/leasing documents.
· Experience in commercial real estate and lease administration or project management in a corporate environment preferred.
· Ability to address and/or resolve critical real estate, legal and customer service issues for both internal and external parties.
· Ability to communicate effectively and professionally with management, customers, landlords, property managers, realtors, dealers and other company departments and personnel by telephone or through written communication.
· Effective and strong analytical, organizational and time management skills.
· Ability to work on and manage multiple projects simultaneously, prioritize and bring projects to conclusion.
· Ability to meet deadlines and work under pressure in a highly detail-oriented and organized manner while producing accurate work product.
· Ability to work independently with minimal supervision.
· Intermediate to advanced computer skills to include proficiency with MS Office applications (Word, Excel and PowerPoint) and maintain database information.
· Working experience with property management software programs such as Prolease preferred,
· Basic math skills.
About Diversified Sourcing Solutions:
Diversified Sourcing Solutions is a nationally recognized staffing agency specializing in contingent workforce solutions including temp-to-hire, direct-hire and long-term temporary staffing within professional, administrative, clerical, manufacturing, and logistics environments.
