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Administrative Assistant The candidate will provide primary support to the Attorneys and Paralegals in all phases of the negotiation/documentation process pertaining to retail leases and related matters. Responsibilities include initial lease and related document preparation as directed by the Attorneys or Paralegals; assisting as required in follow-up communication with tenants as well as with Leasing personnel in an effort to expedite the document negotiation process; periodic printing/distribution of Cognos and related reports as required by Attorneys or Paralegals; the maintenance of a variety of administrative documents, and telephone/messaging. Take primary responsibility for performing the word processing and related functions for the creation of leases and related documents throughout leasing process. Responsible for monitoring the SSLE Legal Leasing Mailbox searching for DVP and/or Partner approvals and re-approvals and forwarding to Attorneys.. Responsible for the creation and revisions of legal documents at the direction of the Attorneys/Paralegals and in accordance with all corporate/departmental policies and procedures. Utilize TAP templates to initiate the legal document, property and/or DBA; initiate TAP workflows, and ensure legal document is being created in the correct property/DBA folder in TAP. Review Tenant Fact Sheets, Property Fact Sheets and Tenant Strategy Icon information and provide the Attorneys/Paralegals with such information for their consideration in the drafting of leases and related documents.. Determine the most recently executed documents for a particular tenant entity and consult with the Attorneys/Paralegals regarding the use of conforming language, preserving standard template language where appropriate to do so. Ensure the accurate input of deal specific information into legal documents, including verification of standard property fees and escalation rates and/or specifically negotiated tenant rates. Use of Microsoft Word functionalities such as AutoText, AutoCorrect, Macros, Track Changes and Password Protect. Perform Spell Check and Print Preview for all documents. Responsible for ensuring tenant address is accurate and mailing and/or emailing document to tenant. Establish and maintain filing system for In Progress documents. Establish a consistent communication process with the Attorneys/Paralegals ensuring that appropriate SSLE milestones and TAP tasks are completed with each transmittal. Provide assistance to the Attorneys/Paralegals in the performance of their required self-management practices and procedures, including the routine preparation/printing/distribution of Cognos and related reports. Assist the Attorneys/Paralegals with follow-up communications with tenants and Leasing personnel, including Change Log preparation as requested, and prepare Change Log entries requesting final revisions to SSLE deal information and transmit same to Leasing Agent prior to submission of documents for re-approval. Print out SSLE Lease Review and Approval Form; SSLE Deal Information Form; SSLE Deal Analysis Form; and SSLE Sub-Workflow indicating proper approvals have been received. Assemble approval package and submit to Lease Services. File set up for ancillary documents. Conform hard copy changes to the soft copy in the TAP system including updating document with "Complete with tenant executed changes as of (date)". Update the execution date in the TAP attributes. Print TAP coversheet and submit for scanning. Scan applicable negotiation correspondence into TAP. Prepare transmittal letter to tenant and mail document. Serve as the communication â€œgatekeeperâ€ for all external and internal communication for the Attorneys or Paralegals, including performing general telephone duties, scheduling conference calls; taking messages and routing phone calls. Participating in department mail distribution rotation as needed. Open mail, date stamping and distributing to assigned staff, an. Preparing special mail delivery per department policy utilizing FedEx website an. Photocopying, scanning and transmitting facsimiles. Other duties as assigned. Proficient in Microsoft Word is essential. Knowledge of Excel is essential. Knowledge of Lotus Notes is essential. Excellent verbal and written communication skill is essential. Excellent time management/organizational skill is essential. .
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