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    Administrative Assistant - Chicago, United States - Addison Group

    Addison Group
    Addison Group Chicago, United States

    3 weeks ago

    Addison Group background
    Real Estate
    Description

    Job Details:

    Title: Administrative Assistant - Real Estate

    $55,000-$65,000

    Monday-Friday 9:00am-5:00pm

    100% on-site

    Dress Code: Business Casual

    General Summary

    Provides administrative and legal support for Manager of Due Diligence and the Due Diligence Group, including preparing and assembling routine materials, assisting with various transactional projects, filing and maintaining legal and closing records, performing secretarial functions as assigned. Requires strong computer and organizational skills; working familiarity with basic legal and real estate issues and concepts; understanding of public company issues; a comprehensive knowledge of Company policies and procedures; the ability to make independent judgments regarding issues as they arise, and to deal effectively with the highest level of personnel, both internal and external to the Company on sensitive, confidential issues.

    Essential Job Functions

    1. Provides support by assisting with various projects for acquisitions, dispositions and development transactions. Responsible for maintaining the corporate closing records and due diligence files.

    2. Assembles and provides marketing/seller deliveries to brokers and buyers. Coordinates the warranty transfers to buyers and sellers. Prepares various schedules for completion of the Purchase and Sale Agreements and Assignment and Assumption of Contracts and Leases. Coordinates the execution of contracts and closing documents for transactions.

    3. Assembles and provides information to lenders for financing projects. Assists the attorneys with various projects during the financing process.

    4. Responsible for processing construction payment applications for development projects. Updates and maintains the Draw Summary and Balance Sheet Project Draw List. Provides weekly cash request updates and quarterly accruals to Accounting. Reviews construction contracts for compliance and assists with close out obligations.

    5. Assists in monitoring and renewing the consulting agreements and the certificates of insurance compliance. Responsible for monitoring and maintaining the company's holdback escrows for acquisitions, dispositions and development projects.

    6. Organizes workload to comply with deadlines and priorities, works independently to complete routine department functions and prepare routine correspondence, reports, forms, and the like for review by manager.

    7. Schedules meetings, conferences, interviews, luncheons, and/or other activities. Plans and arranges for required facilities, materials, equipment, and food.

    8. Utilizes microcomputer software (i.e., word processing, spreadsheets, graphics, databases, etc.) to prepare various memoranda, correspondence, tables, graphs, reports, and the like from dictation, rough draft, handwritten notes, or general verbal instructions. Proofreads and edits materials for appropriate and consistent format, accuracy of numerical figures or other data, and corrects punctuation, spelling, and grammar.

    9. Produces, collates, and distributes correspondence as appropriate. Establishes and maintains record keeping and filing systems; classifies, sorts, and files correspondence, records, and other documents.

    10. Following established guidelines, tracks and processes various accounting information such as check requests, monthly expense reports, invoices, subscription renewals, wire transfers, and the like.

    11. Performs related general duties such as ordering standard office supplies, monitoring office equipment and calling for maintenance, photocopying, collating, and assembling reports, receiving and sending express deliveries, and so forth.

    12. Assists in coordinating and following up on the work of lower level support staff.

    13. Performs other duties as assigned, some of which may be essential to the job.

    Knowledge, Skills, and Abilities

    1. Knowledge of Microsoft Office and other standard corporate software to prepare documents and reports, legal terminology, general real estate knowledge, concepts of law at a level normally acquired through completion of paralegal training and/or a Bachelor's degree, and ability to deal effectively with various internal and external contacts.

    2. At least three years of related experience in order to gain knowledge of real estate concept, legal functions and procedures, knowledge of administrative policies and procedures, organization skills to support senior executives as well as proficiency in various computer-based word processing, graphics, and spreadsheet packages.

    3. Strong interpersonal and telephone communication skills when screening callers, scheduling meetings and travel arrangements, interacting with managers and staff in different departments, and keeping executive abreast of changes in travel, meetings, and/or commitments.

    4. Good written communication skills including ability to prepare accurate and appropriate documentation and to review, proofread, and check documentation for accuracy.

    5. Computer skills necessary to enter and manipulate words and data and use standard microcomputer-based software to communicate with others, prepare documentation, and/or analyze data.

    6. Internal Contacts: Regional and corporate management and staff personnel to exchange information, schedule meetings, and forward and describe requests from executive.

    7. External Contacts: Management and executive personnel at key businesses such as vendors, real estate developers, investors, financial institutions, consulting firms, attorneys, title companies, and the like in order to obtain, clarify, and exchange information.

    Physical Requirements

    1. Work requires occasionally stooping, bending, lifting, and carrying objects when maintaining files, preparing and delivering reports, or the like.

    2. Work requires sitting for extended periods of time when working with computer system.

    3. Work is performed in a normal office environment where there are relatively few physical discomforts due to dust, dirt, noise and the like.

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