Real Estate Administrative Assistant

Specific Responsibilities

Brokerage :

• Administration of the CBA platform under the direction of the Broker and Brokerage Coordinator

• Manage brokers sales activities
• Maintain signage tracking module with input from maintenance coordinator
• Contact management
• Enter comparisons
• Invoicing & receivables follow-up
• Create client/listing files and maintain with current information or amendments
• Special Projects * Participate in weekly ownership meeting and generate meeting reports

• Help prepare proposals, leases, sale documents, and correspondence as needed

• Preparation of periodic reports (AR, Active Assignments, Pipeline, Lease Expiration, others on ad hoc basis)

• Market Statistics Reporting

• Build and maintain a local (and surrounding area) database of brokers in outlook
• Build and maintain a local tenant database
• Build and maintain a competitive property database
• Periodic re-contact to ensure accuracy of information * Advertising / Marketing activities for the salesperson

• Enter and update listings (LACDB, MLS, Loopnet, Buildout)
• Work with Brokerage Coordinator to prepare flyers and fact sheets for all listings – keep current
• Manage vendor relationships
• Broadcast flyers to broker community * Ensure timely reporting of in-house leases to Property Management staff

Property Management:

• Answer and direct phone calls; process daily and all property mail; respond to emails; order office, janitorial and maintenance supplies as necessary; greets and directs walk-in clients

• Process accounts payable and accounts receivable for the properties
• Provide customer service support to all tenants in the prescribed portfolio under the direction of designated staff

• Enter all work orders into Yardi

• Maintain filing & key log system

• Assist in the day to day administration of the Property and support the activities of the Manager

• Facilitates meeting requirements as necessary

• Receives rent payments and makes daily deposit at bank
• Provides for general office management including office equipment, office and break room supplies etc.

• Obtains certificates of insurance from vendors and communicates with corporate staff to ensure compliance

Key Competencies

• High degree of computer literacy

• Microsoft Office suite including, Excel, Outlook, Word
• Experience with Yardi and or/ Costar Brokerage Applications a plus * Customer service focused, both internal and external
• Strong attention to detail
• Commitment to meeting deadlines and project objectives timely
• Flexibility to service competing demands, multitask and prioritize workflow in fast paced environment with occasional interruption
• Able to achieve business objectives with minimal supervision and report to supervision remotely
• Professional and well-groomed appearance
• Punctual attendance
• Strong phone and organizational skills
• Highest level of responsibility while in custody of client checks
• Minimum experience required: 24 months

Job Type: Full-time

Salary: $32,000.00 to $35,000.00 /year

Job Location:

• Baton Rouge, LA

Required education:

• Bachelor’s

Required experience:

• Administrative Assistant: 2 years

Required language:

• English