ADMINISTRATION ASSISTANT - Property Management

Job Title: ACQUISITION ADMINISTRATION ASSISTANT
Reports to: Chief Investment Officer
Salary Range: $42, 000.00 to $48,000.00 max. depending on experience
Business Hours: 9:00 am to 6:00 pm

Position Description:
•Position is responsible for a broad scope of administrative support requirements for The Abbey Company’s acquisition department. Responsibilities range from fundamental administrative tasks to participation in and/or management of the preparation of specific property acquisition reports and schedules, and data management responsibilities.
•Position requires well developed administrative capabilities, organizational and multi-tasking abilities, and exceptional communication and interpersonal skills.

Essential duties and responsibilities include the following:
•Assist four member acquisition department with clerical and office management duties;
•Prepare administrative reports, compose correspondence, and maintain correspondence / transaction files.
•Maintain Outlook and ACT contact database for executives;
•Assist in the preparation of investment and financial presentations;
•Responsible for organizing, handling, processing, and maintaining property submission and due diligence files, closing documentation, and property acquisition files. Maintain a variety of databases to track property submissions and transactions.
•In executive’s absence, ensures that requests for action or information are relayed to the appropriate staff member.
•As needed, interprets request and helps implement action, decides whether executive should be notified of important or emergency matters.
•Analyzes unit-operating practices, such as record keeping systems, forms control, office layout, suggestion systems, personnel and budgetary requirements, and performance standards to create new systems or revise established procedures.
•Coordinate collection and preparation of operating reports, such as budget expenditures, and statistical records of performance data.
•Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments, keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, actions, words and deeds.


Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform the duties of this job the employee is required to sit up to 90% of the work day and use hands to handle computer, paper reports, etc. The employee frequently is required to stand and walk as needed. The employee is also required to lift up to 10 pounds of paper reports and office supplies.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work is project-oriented and may require after hours time in the office to complete required tasks.

To perform the duties of this job the employee frequently works near mechanical machines and computers. The employee may occasionally be exposed to machine noise, which the noise level is usually quiet.
REQUIREMENTS
Technical Skills: Proficient use and skill using Microsoft Excel, Microsoft Word, Microsoft Outlook, PowerPoints, and ACT

Education/Experience: Preferred 2-5 years of real estate industry experience. College degree (or equivalent) in Administration. Paralegal experience a plus.