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Real Estate Administrative Assistant (Part Time) in Parsippany-Troy Hills, NJ at Securitas Security Services USA

Date Posted: 11/26/2018

Job Snapshot

Job Description

Job Code: 86383303561

Category: Administrative

JOB SUMMARY: Provide administrative support to the Real Estate Operations Department. Maintains information, files, produce correspondence, and otherwise handles administrative and business details.  Relies on experience, judgment, initiative, resourcefulness, and strong customer service skills to accomplish duties.  Performs a variety of tasks and works with minimum supervision.

SPECIFIC DUTIES:

  • Update the organization on real estate related location changes  
    • Provide monthly moves, quarterly updates, and new locations for location listing (DPAL/DMAL)
    • Create and distribute department “Final Change Announcements”.
  • File Management
    • Handle all filing requirements for the entire department staff
    • Make Pendaflex for all lease files and update alpha labels for file drawers.
    • Review bull pen for expired leases.
    • Organize and eliminate duplications in Transaction Manager’s temporary working files
    • Verify close out of expired leases, organize, and send to offsite storage.
    • Confirm expired leases are inactivated in APEX.
    • Sort/organize Director, Transaction Manager, Project Manager files for offsite storage or interim thin out.
  • Administration
    • Enter Director transaction logs to APEX monthly and TM/PM as necessary.
    • Manage and produce “Security Deposit Report” monthly.
    • Maintain, document, distribute, file, and systematically save “Certificate of Insurance” (COI) forms
    • Update and return “Tenant Contact Forms” to landlords.
  • RE Admin Email and REO Portal
    • Assist with maintaining and updating REO portal.
    • Create SharePoint compliant documents and upload.
    • Change monthly statements and invoices to RE Admin email address.  Distribute to analysts weekly.
    • Save all rent statements and billing to the G drive and upload pertinent documents to APEX.
  • Complete special projects and/or additional duties as assigned by Director.

Job Requirements

MINIMUM QUALIFICATIONS AT ENTRY:

  • Experience with Microsoft Outlook, Word and Excel required.
  • Familiarity with database management a plus.
  • General knowledge of basic office equipment; including PC/laptop, telephones, faxes, printers, and copiers.

EDUCATION/EXPERIENCE:

  • High School Diploma/GED.
  • Two years general office work experience.

COMPETENCIES (as demonstrated through experience, training, and/or testing):

  • Demonstrated energy, drive, determination and persistence to complete tasks.
  • Ability to carry out multiple assignments concurrently.
  • Good analytical and organizational skills
  • Ability to adapt to changes in the responsibilities, external environment, and the organization.

WORKING CONDITIONS AND PHYSICAL MENTAL DEMANDS:

With or without reasonable accommodation, requires the physical and mental capacity to perform effectively all essential functions.  In addition to other demands, the demands of the job include:

  • Must undergo and meet company standards for background and reference checks, controlled substance testing, and behavioral selection survey.
  • Handling and being exposed to sensitive and confidential information.
  • Required ability to handle multiple tasks concurrently.
  • Regular talking and hearing.
  • Close vision, distance vision, and ability to adjust focus.
  • Frequent lifting and/or moving up to 10 pounds and occasionally up to 25 pounds.
  • No business travel anticipated
  • Part-Time. Required to work 20 hours per week. (Schedule to be determined.)

EOE M/F/Vet/Disabilities