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Transactions Administrative Assistant

San Diego, CA

A respected industrial investor/operator is looking for a Transactions Administrative Assistant to support their legal and transactions teams. This individual will be responsible for all administrative duties for those departments, including maintaining the Departments’ calendars, scheduling and contract management for all Transactions vendors and consultants, the maintenance, organization and archival of Transactions Department documents, including systems for document storage and retrieval, and all other administrative tasks of the Departments.

Responsibilites

  • Coordinate with all parties to Company transactions, including internal teams, external brokers, sellers, third party vendors, consultants, and inspectors.

  • Coordinate inspections and other due diligence investigations; Scheduling and contract management for all Transactions vendors and consultants.

  • Manage Transactions Department scheduling and calendar.

  • Organize, name and upload documents for property acquisitions and dispositions and for financing transactions.

  • Establish and maintain effective communication and coordination with staff and management.

  • Review older files for original documents to be maintained in closing binders.

  • Upload electronic closing binders.

  • Archive signed original documents for onsite retention and/or offsite storage.

  • General printing, signature tabbing and gathering.

  • Prepare mailing (regular mail, Fed Ex, Certified Mail, etc.).

  • Maintaining Transactions and Legal Department calendars.

  • Regularly update and maintain communication with Transactions team.

  • Ensure completeness of files; research missing documents, remove non-essential material.

  • Uploading invoices to Yardi.

  • Assume responsibilities for related duties and/or special projects as required or assigned.

  • Provide other administrative support to the Front Desk and other departments as needed from time to time.

Requirements

  • Bachelor’s Degree preferred.

  • Legal experience preferred.

  • Real Estate experience a plus.

  • Proficient in MS Office suite; Yardi and SharePoint experience a plus.

  • Two to five years of directly related experience with scanning and filing.

  • Attention to detail, speed, accuracy, and follow-through.

  • Responds well in a stressful, dynamic environment.

  • Excellent oral and written communication skills.

  • Ability to work independently and manage and prioritize time sensitive tasks.

  • Flexible, uses critical thinking skills.

  • Cooperative and positive attitude.

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