Jamestown

Job Description

POSITION/LEVEL: Retail Leasing Administrative Assistant FLSA STATUS: Non-Exempt

DEPARTMENT: Realty DATE: May 2025

Job Summary

The Retail Leasing Administrative Assistant is accountable for supporting the retail leasing team with administrative and operational responsibilities.

Minimum Qualifications Required

Education and Experience:

• Bachelors Degree in Real Estate or a business related field of study from an accredited university; and
• two to three years of related experience; or
• Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
  
  

ESSENTIAL JOB FUNCTIONS

Administrative

• Provides high level administrative support by conducting research, preparing reports, handling information requests, preparing correspondence, scheduling appointments and conference calls
• Coordinates travel arrangements (flights, accommodations, and car service)
• Processes and reconciles business expenses; submits expense reports in Concur
• Perform duties in the support of various meetings including: organizing and scheduling meetings, ordering food/drinks, organizing and maintaining documents, , preparing agendas and materials, sending meeting notifications, monitoring audiovisual equipment, and transcribing notes and meeting minutes.
• Manages incoming mail and packages, prepares and processes outgoing mail, mass mailings
  
  

Department Operations

• Support tracking and billing of leasing commissions and department invoices
• Assist in tracking Real Estate Licenses (Renewals, CE course, brokerage applications)
• Track and facilitate renewals for retail and office listing agreements
• Support department special projects (ICSC planning, broker events)
  
  

Leasing Support

• Assist with lease transactions through the following responsibilities:
• Gather LOI exhibits
• Complete commission agreement forms
• Assist with agreement execution via DocuSign
• Calculate commission income at assigned assets
• Manage deal in lease tracking system
• Maintain leasing files on DMS
• Assists with maintaining retailer/broker contacts and communications such as the master department contact list, email blasts, mass mailings, etc.
• Create agenda and decks via PowerPoint for monthly concept approval meetings
• Update Site Plans via Illustrator as needed
• Provide general leasing support to brokerage and asset teams
  
  

IMPORTANT JOB FUNCTIONS:

• Performs other related duties as assigned.
• Some travel and special events outside of the standard business hours may be required.
  
  

MATERIAL AND EQUIPMENT USED:

• Microsoft Word, Excel, PowerPoint and Outlook
• VTS, Wrike, Nexxus
• InDesign, Illustrator and Adobe Photoshop
  
  

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge Of

• Retail and Office Real Estate
• Knowledge of MS Office & Outlook
• Knowledge of basic commercial real estate terminology, tools and skills.
  
  

Skill in:

• Organizational and interpersonal skills
• The ability to meet deadlines, accomplish work in order of priority; professionally maintain composure & effectiveness under pressure and changing conditions
• Self-motivation, leadership, teamwork and collaboration
• Detailed oriented, logical, and methodical approach to problem solving
• Written and verbal communication
  
  

Working Conditions:

• Responsibilities may require an adjusted work schedule, travel, overtime, and evening/weekend hours to meet deadlines or attend special events. This is a fully in-person role that will have obligations to cover front desk responsibilities.