Administrative Assistant, Real Estate

Scout's Real Estate Administrative Assistant

As Scout's Real Estate Administrative Assistant, you will help Scout deliver on its commitments to an important group of business partners, landowners, while working closely with internal and external Land Agents, Project Managers, Real Estate, and Development Legal teams. This person will report directly to the Senior Director of Land Acquisition.

You will serve as the point person for all administrative functions associated with this agreement processing role. Your tasks will remain mostly consistent from day to day :

• Review incoming agreements for accuracy and organize the completed leases and all addenda for company officers' signature.
• Scan and save the signed agreements using our online filing system and input pertinent agreement information into our CRM
• Mail out the fully executed agreements and recorded memos to landowners and file the original hard copies on site, and file expense reports accordingly.
• Distribute W9 and payment instruction documents to relevant internal parties.
• Maintain digital and hard files and documentation thoroughly and accurately for multiple projects.
• Run quarterly reports summarizing upcoming monthly payments and route to appropriate internal team members for approval.
• Track lease terms and notify internal team members of upcoming lease expirations, issuing lease extension correspondence as necessary.
• Coordinate with our Project Managers and Accounts Payable stakeholders to provide workflow updates and address any issues.
• Ability to abstract lease terms and conditions from our leases and input into our internal software platform for payments and reporting purposes.
• Assist in the analysis of title documents to determine ownership, identification of title / ownership issues, and recommend appropriate steps for resolution.
• Take on new projects and duties as assigned by team.
• Aid in the continued buildout of our internal Real Estate CRM and help train other internal and external stakeholders.
• Assist with external vendor setup, equipping them with Scout materials as necessary, and maintaining inventory of said material. Across all of these duties, you will help improve the processes used to complete them. During this stage of critical company growth, you will help identify ways to further enhance team efficiency. These improvements may be driven from your past experiences, your ability to connect with and solicit input from our team members, from research you do, and any other sources of inspiration.