Real Estate Administrative Assistant Job Description

Real Estate Administrative Assistant Job Description

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Real estate administrative assistant provides support in the full Microsoft Suite, specifically Outlook, Word, PowerPoint and Excel.

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:

Creating and maintaining reports in Excel and other applications
Providing telephone coverage, including responding to inquiries, properly routing calls, and taking detailed messages
Reviewing and prioritizing incoming mail and taking appropriate action
General office duties such as copying, processing mail, filing, faxing
Telephone coverage and administrative support for the GRE senior executive
Provides administrative support to department management
Coordinating incoming and outgoing department communications including phone calls, memos, e-mails, reports, proposals
Coordinating schedules and calendar appointments
Processes expense reports, department/project invoices in a timely fashion
Process payments for real estate taxes for all owned properties

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:

Word
Outlook
Excel and PowerPoint
Excel
PowerPoint
Microsoft Office suite
Particularly Outlook
MS Office
PowerPoint and Outlook

Desired experience for real estate administrative assistant includes:

Proficiency with all Microsoft Office software
Ensure accuracy of invoices, and timely set up of new vendors within AP systems and payment process of invoices
Compile, duplicate and distribute reports and department materials as needed
Discreetly handle confidential material relevant to company/department/project operations
Assist to maintain property and financial data in systems
Establish and maintain property, project, and vendor files

Real Estate Administrative Assistant Examples

1

Real Estate Administrative Assistant Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of real estate administrative assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for real estate administrative assistant
  • 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
Qualifications for real estate administrative assistant
  • 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
2

Real Estate Administrative Assistant Job Description

Job Description Example
Our company is looking for a real estate administrative assistant. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for real estate administrative assistant
  • 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
Qualifications for real estate administrative assistant
  • 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
3

Real Estate Administrative Assistant Job Description

Job Description Example
Our growing company is looking to fill the role of real estate administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for real estate administrative assistant
  • 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
Qualifications for real estate administrative assistant
  • 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
4

Real Estate Administrative Assistant Job Description

Job Description Example
Our growing company is looking for a real estate administrative assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for real estate administrative assistant
  • 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
Qualifications for real estate administrative assistant
  • 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
5

Real Estate Administrative Assistant Job Description

Job Description Example
Our company is looking to fill the role of real estate administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for real estate administrative assistant
  • 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
Qualifications for real estate administrative assistant
  • 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

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