Administrative Assistant

Title: Administrative Assistant

Responsibilities Include:

• Draft and manage commercial lease agreements and amendments based on Letters of Intent, coordinating with legal and tenant representatives through redline to execution
• Prepare renewal and extension offers, track expiring agreements, and manage signed documentation
• Support lease assignments by gathering required paperwork, running credit checks, and drafting assignment terms
• Assist with building acquisitions and refinancings by preparing estoppel forms, gathering documentation for lenders, and managing submission timelines
• Respond to tenant inquiries related to lease terms, account balances, and obligations
• Support collections process as directed, including rent arrears, reconciliations, and unpaid items
• Prepare payment plan documentation in coordination with finance and legal teams
• Assist with building-related reporting, including leasing commissions, tenant sales data, and occupancy/vacancy logs
• Coordinate with accounting on year-end financial statements and tax documentation
• Support the property insurance renewal process and manage internal records
• Maintain and update multiple internal Excel trackers (e.g., rent rolls, tax charts, acquisition logs)
• Produce letters and memos using mail merge and ensure timely communication with tenants and investors

Qualifications:

• 2+ years of experience supporting commercial leasing or real estate operations
• Strong skills in Microsoft Excel, Word, and Dropbox; comfort with mail merge and document formatting
• Highly attentive to detail with excellent follow-through
• Professional communication style and ability to liaise with attorneys, tenants, vendors, and internal departments
• Paralegal experience or advanced lease administration knowledge is a plus