Administrative Assistant - Real Estate

CO - Greenwood Village (Home Office)

Based at our Greenwood Village Home Office you will be responsible responsible for providing clerical and administrative support and successfully performing routine administrative tasks for assigned staff in the company’s Development department. Tasks may include: preparing correspondence and other materials including vendor set up forms, screening and directing telephone calls, scheduling meetings and travel plans, maintaining department legal files and database, typing real estate related documents, scanning, copying, handling mail, ordering office supplies and other general organizational matters. Assists in routine support activities, including gathering documents and information as requested by Legal or other departments within the company. A high level of professionalism, trust, and integrity is required. Some time may be spent on project work which may be confidential or sensitive in nature. Responsibilities Assist with preparation of real estate documents for signature, including scanning and copying as appropriate, draft transmittal letters and coordinate document execution, advising necessary parties of the receipt of such executed documents and creating, organizing and maintaining physical and electronic files Assist with lease administration as necessary Create new vendor setup forms as LL information changes, ensuring Landlord and/or property management contact and payment information is maintained/updated Manage and monitor real estate legal expenditures and invoices, ensuring that they are timely received, reviewed, approved and paid Provide backup support to Development department staff Other administrative support as assigned Essential Skills Must have an excellent command of the English language, effective and courteous written and verbal communication, interpersonal and collaboration skills with individuals at various levels within the organization, including high level executives. This position requires regular interaction with personnel throughout the company, including Risk Management, Real Estate, Development, Design, Construction, Facilities, Licensing, Operations, Legal, Tax, Accounting and Marketing teams, in addition to vendors and other third parties Ability to comply with all of the Company’s policies, protocol and procedures Must be self-motivated and work well under pressure with excellent organizational skills in a fast-paced, challenging environment, with strong attention to detail, accuracy and ability to multi-task proficiently and prioritize work, simultaneously tracking and organizing a vast and diverse range of documents and multiple projects and deadlines affecting the Development department Ability to answer, screen and direct incoming telephone calls ensuring a high level of internal and external customer service in a professional manner Ability to schedule appointments, coordinate meetings and travel arrangements, and prepare expense reports as requested Must have a strong work ethic, taking initiative, acting proactively, problem solve and assume responsibility for the start and completion of tasks Ability to perform as a team member, with the understanding that cross-functional interactions are essential to succeeding in the job Advanced proficiency with various office equipment and applications such as word processing/computer systems, Microsoft Word, Excel, Power Point, Outlook, Adobe Acrobat, telephone, fax, copier and calculator and ability to become proficient with databases (including Sharepoint and CoStar) Ability to work extended hours, including some weekends, as needed Requirements Associate’s degree, or an equivalent combination of education and experience Minimum of 3 years’ experience clerical and/or administrative support, preferably in a corporate real estate setting Colorado State Notary is preferred Basic knowledge of real estate Red Robin is an Equal Opportunity & E-Verify Employer