Administrative Assistant

Miami Beach, FL 33139

Posted: 10/30/2018 Industry: A & O Vertical Job Number: 15520 Pay Rate: 21.00

Job Description:

Perform routine clerical and administrative functions in the leasing department and provide support to two Executives.  Must have excellent interpersonal skills and prior work experience with utilizing strong administrative skills.  The qualified candidate must also be highly organized and project oriented with excellent follow-up, oral and written communication skills and be able to work independently. 
  • Generates, coordinates, maintains confidential reports, correspondence, presentations and other materials supporting the managers activities under regular direction
  • Coordinate and assist with leasing agreements, tracking and reviewing milestones of lease agreements and udpating as needed in leasing software
  • Maintaining calendars and scheduling meetings, telephone, video and web conference calls and quarterly reporting calls
  • Maintain working files and master lease correspondence files
  • Tracking various leasing deadlines
  • Tracking all litigation and assist with related document preparation and research 
  • Order, receive and maintain brochures, lease plans, etc. 
  • Coordinates production and distribution of reports, proposals and other materials
  • Telephone screening support; answering the phone lines and transferring calls 
  • General clerical duties including photocopying, scanning, fax and mailing 
  • Organize in-house or external meetings and book conference rooms; also set up tele-conferencing and audio visual where it applies
  • Creating, maintaining, archiving and retrieving departmental files
  • Creating and updating contacts via database system as necessary
  • Assist with overflow work of other assistants and fill in for the office receptionist as needed
  • Distribute and process outgoing mail and shipments 
  • May coordinate all phases of extensive travel arrangements both domestic and international

Skills/Education:
  • Associates / Bachelors Degree with at least 3+ years in a fast-paced, corporate working environment with ability to multi-task
  • Familiarity with commercial/retail leasing language a plus
  • Knowledgeable in Outlook, Word, Excel, PowerPoint and Adobe is a plus
  • Heavy data entry in leasing specific programs 
  • Must maintain a high level of tact, diplomacy and confidentiality and have the ability, flexibility and adaptability to manage multiple and ever-changing priorities
adobe preferred

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