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Administrative Assistant, Lease Administration

Santa Monica Corporate
Posted Nov 21, 2019

Position Description:

As a member of the Lease Administration team, the Administrative Assistant’s role is to assist the VP, Lease Administration in the day-to-day operations of the department. These duties include monitoring all incoming documents and taking appropriate action, creating and modifying legal documents and assisting in the drafting of leases by providing resources (old leases, correspondence, etc). 

Essential Job Functions:
•Create and modify leases and other documents from CRM or other form documents.
•Become familiar with lease language in order to assist in the drafting of new leases.
•Compile master lists of exclusives for outside counsel and VP, Lease Administration for big box leases.
•Compile spreadsheets based upon analysis of lease provisions related to development project delivery requirements, co-tenancy requirements and other information sought by other departments for Outlet development projects. 
•Assist the VP in prioritizing heavy workloads.
•Prepare department correspondence.
•Process Oracle CRM updates for all deals, including outside counsel big box deals.
•Answer and respond to all incoming phone inquiries.
•Follow up on outstanding deals.
•Forward tenant-executed leases and corresponding files to home office for landlord signature.
•Run redlines.
•Create, organize, update and file all documents.
•All other duties as assigned.

Requirements and Qualifications:
•High School Diploma or GED.
•Excellent computer skills to include MS Word, Adobe Acrobat/Reader, iManage, Yardi, Excel.
•Experience with lease terminology/language preferred by not required (experience in reading and interpreting other contract-type language may be substituted).
•Must have the ability to effectively proof-read documents.
•All applicants must be able to perform the essential functions of the position, including corresponding core job requirements, with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities (and others in accordance with applicable law) to perform the essential functions of the job, consistent with applicable laws and Company policy.