General Description:

Provide administrative support to the Real Estate Legal Team (Legal) and the Records and Information Management Team (RIM). This role’s key functions include record keeping, processing documents, correspondence management and acting as a liaison between these two groups. This position will be on a hybrid work schedule, working three days in the office and two days from home.

Main accountabilities: For Real Estate Legal

• Processing executed documents for recording including sending documents to title company for recording, maintaining a master tracking spreadsheet, and sending documents to the Records and Information Management Department
• Assist with the preparation of and submission to RIM of Transfer of Ownership Packages
• Assist with preparation of and sending Estoppel Certificates needed for project finance and investment transactions, maintaining tracking spreadsheets, and performing follow-up inquiries
• Assisting with the preparation of notices and other correspondence, preparing and tracking certified mail and FedEx receipts.
• Assist with the preparation of schedules needed for financing and investment transactions
• Various other administrative functions as needed

Main accountabilities: For RIM

• Scan recorded documents and load e-recordings into department tools
• Submitting hard copies of documents for processing
• Upload recorded documents into the document management system and enter recording data
• Various other administrative functions as needed

Direct reports: None

Travel: None

Minimum qualifications:

• High School Diploma required, Associates Degree, preferred
• 1+ years in a corporate setting
• Proficient knowledge of Office 365
• Experience with Landworks Property Management a plus
• Must be able to manage and prioritize multiple projects/requests

Behavioral requirements:

• Ability to work independently and manage priorities
• Flexibility to adapt to changing organizational needs
• Mature judgment and discretion, particularly with regard to confidential information
• Exemplary standards of integrity, honor, safety, management, ethics, quality, and productivity
• Strong analytical and organizational skills
• Oral and written communication and presentation skills Problem-solving ability
• Ability to be self-motivated
• Ability and willingness to learn new software systems and processes Strong interpersonal and client service skills
• Ability to multi-task in a dynamic environment

Physical demands & working conditions:

• Sitting/Standing/Flexibility: Ability to stand and sit for 8 or more hours when in an office environment
• Speech/Reading: Ability to speak, read, and write English proficiently and deliver a variety of instructions furnished in written, verbal, diagram, or scheduled form
• Lifting: Ability to lift items weighing up to 10 pounds
• Vision/Hearing: Ability to understand a variety of instructions furnished in written, verbal, diagram, or schedule form
• Safety: Ability to understand and communicate safety precautions when necessary

Required

Required