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Legal Assistant


Qualifications

  • Bachelor’s (Preferred)
  • Microsoft Excel: 3 years (Preferred)
  • Analysis Skills: 3 years (Preferred)

Full Job Description

Olshan Properties is a privately owned real estate firm that has specialized in the development, acquisition and management of commercial real estate for more than 55 years. The close integration of investment and operating capabilities has given Olshan Properties a reputation as one of the leading private owners of commercial real estate in the country.

Position Summary

The Assistant to the Commercial Division provides daily administrative support to the Head of Retail and the Property Managers for the Commercial Division. In addition to administrative tasks, the Assistant to the Commercial Division will also be involved with paralegal type work in connection with leases, lease review and related activities and will interface with internal and external attorneys.

Position Duties and Responsibilities

  • Assist the Commercial Division leasing agents with the assembly of deal packages to be presented to senior management for approval. Assemble information, including the collection of financial and/or background check information that is required to support the standardized deal sheet and assemble the full package to be presented for approval.
  • Track deal packages through the internal approval process and initiate the assignment of approved deals to outside counsel or in-house attorney (as applicable).
  • Scan and file commercial leases, lease renewals and other tenant-related documents
  • Prepare leases and lease-related documents for signature by senior management
  • Maintain Excel tracking spreadsheets for leases, lease renewals, and other agreements (collectively “Documents”) under negotiation and coordinate and assign tasks required to be completed with internal property management, leasing and construction staff in connection with such Documents.
  • Coordinate and track outside counsel or in-house attorney activity to insure negotiation of Documents is occurring in a timely and complete manner and be able to provide status updates.
  • Draft correspondence to commercial tenants, lenders, brokers, etc. and prepare documents for mailing
  • Draft miscellaneous minor agreements, letters and other related documents necessary for the business of the company and coordinate with company staff as required. This shall include assisting property management staff with the completion of standard vendor or purchasing agreements and purchase orders.
  • Perform legal research or complete examination of specific lease conditions as required to respond to unique lease related circumstances or questions of the Head of Retail. As applicable review circumstances with legal advisors (outside council and in-house attorney as applicable) and offer comprehensive research or a recommendation regarding an action plan for next steps.
  • Receive and review notices received from tenants for special circumstances such as co-tenancy failure, sales kickout, and other tenant notices. Coordinate with company staff and outside council as required and prepare and issue response documents or coordinate the issuance of response documents prepared by others.
  • Assist other departments such as construction, property management, accounting and lease administration with the management of critical dates including Execution, Delivery, Opening and Vacate dates.
  • Assist Commercial Division leasing agents and the Head of Retail with the interface with outside leasing brokers. Provide property information to the Brokers as they may request. Manage and process broker invoices to ensure compliance with executed agreements.
  • Monitoring of all commercial landlord-tenant proceedings and eviction matters and coordinate with the commercial division staff including legal advisors as required.
  • Track status of efforts to collect past due amounts in conjunction with the efforts of accounting staff, and as necessary, legal advisors.
  • Field telephone calls and emails from tenants and funnel to appropriate commercial division and/or legal staff
  • Prepare reports covering various items as requested by attorneys, auditors, partners, and lenders
  • Complete other duties as assigned
  • Protect employer’s privacy and data; keep passwords safe

Knowledge and Skill

  • Ability to plan, organize and attention to detail and accuracy.
  • Ability to communicate with others, identify problems and resolve potential conflicts.
  • Familiarity with commercial leases and have the skills and experience necessary to be able to review legal documents, including leases and related information, and provide an assessment of conditions contained therein.
  • Must be able to set priorities, plan, organize and accomplish tasks, often within strict time limitations and work well independently.
  • Possess excellent computer skills with an understanding of spreadsheets, word processing, database software and the internet.
  • Ability to move throughout the premise and visually inspect conditions requiring bending, stooping, and reaching arms overhead.

Qualifications

  • Minimum 5 years’ administrative experience with knowledge of commercial leases
  • Bachelor’s or Associate’s Degree
  • Paralegal studies helpful

Equal Opportunity Employer
Olshan Properties makes all hiring decisions based on an individual’s qualification, and conducts all employment practices without regard to race, color, religion, sex, sexual orientation, marital status, national origin, age or disability or other protected classes, as provided by applicable law.

Job Type: Full-time

Pay: $50,074.00 – $124,185.00 per year

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance

Schedule:

  • Monday to Friday

Education:

  • Bachelor’s (Preferred)

Experience:

  • Microsoft Excel: 3 years (Preferred)
  • Analysis Skills: 3 years (Preferred)

Work Location:

  • One location

This Company Describes Its Culture as:

  • Detail-oriented — quality and precision-focused
  • Stable — traditional, stable, strong processes
  • People-oriented — supportive and fairness-focused
  • Team-oriented — cooperative and collaborative
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