Legal/Leasing Administrative Assistant

Job Summary
We are seeking a detail-oriented and organized legal assistant to support our legal team in a dynamic environment. The ideal candidate will possess strong administrative skills and a solid understanding of legal procedures, particularly in real estate and property leasing. This role requires effective communication and the ability to manage multiple tasks efficiently while ensuring compliance with Fair Housing regulations.

Duties

• Works closely with CEO, legal team, property managers, and accounting to service our portfolio
• Assists in maintaining overall control and filing of original lease documentation and maintenance of master lease files. Receives, sets up, and maintains all lease documents in the AppFolio system. (Original leases, amendments, renewals, address changes, etc.)
• Confirms rent commencement dates with the property manager.
• Assists in providing abstract and lease documents for review
• Assist in the administration, maintenance, and interpretation of leases.
• Assists in ensuring all financial transactions related to leases, such as rent, security deposit, sublease payments, common area charges, and real estate taxes, are tracked and processed accurately. Tracks all existing and new company leases, options, renewals, and special agreements covering leases.
• Assists in validating the interpretation of new leases AppFolio with property managers for lease information, recurring billing, and ensuring the service provider is logging information in a timely manner with a focus on accuracy and continuity
• Responsible for assisting with the processing of ancillary documentation, such as renewals, amendments, terminations, and assignments in a timely manner, with a focus on accuracy and continuity
• Corresponds with accounting regarding rent payments, security deposit issuance and collection, renewals, and landlord communication.
• Ability to assist with acquisition-related tasks.
• Handles confidential information related to the organization
• Answers incoming calls for all real estate/lease-related inquiries
• Maintains friendly, cordial relations with all clients and employees and maintains a positive work atmosphere by acting and communicating in a manner that results in a positive work relationship with prospects, tenants, co-workers, and managers.
• Anticipates needs and commits to responding in agreed time frames.
• Ensures leasing activity is recorded accurately and in a timely manner to support external reporting requirements
• Communicates lease administration initiatives with the residential team as applicable
• Completes possession letters and commencement date agreements with the property manager and landlords for all new leases. Coordinate signatures on documentation with the property management team
• Provides support to real estate/facilities department and accounting with lease interpretation
• Initiates internal billing of fees, including but not limited to security deposit requests, associated with each new lease or amendment
• Answers phone (multi-line), greets incoming tenants and/or prospects

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• Employee assistance program
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

People with a criminal record are encouraged to apply

Experience:

• Customer service: 2 years (Required)

Language:

• Spanish Speaking (Required)

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Union County, NJ (Required)

Ability to Relocate:

• Union County, NJ: Relocate before starting work (Required)

Willingness to travel:

• 25% (Required)

Work Location: In person

Salary : $18 - $22