• Administrative Assistant-Portfolio Management

    Job Locations US-CA-Los Angeles
  • The Administrative Assistant-Portfolio Management will execute the local broker and asset marketing efforts while supporting the overall company brand guidelines. Provides administrative support for the Portfolio Management team. Supports other corporate projects assigned.

     

    EQ Office focuses on all aspects of owning, operating and managing office communities. While other real estate owners talk about square footage and floor plans, we focus on the experience—how space feels, activates, and performs. At EQ, we partner with business leaders to find, design, and manage balanced workspaces that inspire talent. We’re proud to work hand-in-hand with organizations of all sizes (from Fortune 100 companies to emerging startups) to bring humanity back to the workplace.

     

    For more information, visit us at: www.eqoffice.com.

    As the Administrative Assistant-Portfolio Management, one is held accountable to, however not limited to, the following job functions: 

     

    ADMINISTRATIVE LEASING FUNCTIONS:

    • Route, review, process, maintain, and distribute leasing legal documents: Listing Agreements, Commission Agreements, DAS forms, Leases, Amendments, NDAs, Commission Invoices, Legal invoices, etc.
    • Enter expenses and submit expense reports for Portfolio Directors
    • Calendaring -- schedule meetings, conference calls, etc.
    • Make travel arrangements when needed (Airline, hotel, car/drivers, etc.)
    • Serve as point of contact to brokers, attorneys, and tenants throughout leasing process
    • Retain leasing records and files as required
    • Provide ad hoc data project/reporting support to Regional Leasing Portfolio Directors and Blackstone (Building Lists, Known Vacates, Availability Lists/Floor plans, Repositioning ideas, market data research
    • Provide printed reports and/or distribute as requested
    • Coordinate events (Broker receptions/breakfasts/lunches/brokerage presentations) 
    • Serve as back-up to other support staff
    • Work alongside Marketing to ensure all property websites have the most up-to-date material
    • Work with CoStar on ads
    • Request and maintain broker lists
    • Maintain Property lists for Portfolio Directors
    • Gather quarterly market info for Board meetings
    • Print and save broker market information as needed (usually provided quarterly)
    • Ensure industry memberships and work with Marketing to ensure project website domain names are renewed
    • Register Portfolio Directors for various industry events
    • Serve as liaison to MLAs, property management, finance teams, engineers, construction teams, marketing team, and vendors for meetings and communications, contracts signing to/with leasing team
    • Provide support to visiting EQ teams (schedule conference rooms, print materials, make copies)
    • Coordinate Blackstone property tours and provide tour relevant reports as requested
    • Create property presentation slides for various Executives, as needed

    MARKETING FUNCTIONS:

    • Assist Corporate Finance team in working with third-party providers and listing engines (i.e., Truss, Coeo, LiquidSpace) to drive and capture new leads
    • Serve as primary liaison between brokers and marketing team to ensure brand vision and message are reflected
    • Manage and scale broker newsletters to other regions while overseeing deal alerts
    • Assist with digital photography management - organizing and sourcing property photography
    • Order and deliver marketing promotional items through the swag store for projects and events while adhering to budget
    • Update reports on a biweekly basis
    • Maintain deal information for Daily Brief deal mails
    • Perform other duties as assigned

    COMPETENCIES:

    • Pro-active, self-starter with the ability to work independently
    • Willing to “think out of the box” and “get your hands dirty” in a fast-paced environment
    • Exceptional organizational, multitasking, prioritization and project management skills
    • Adaptable and flexible
    • Detail oriented and strong organizational practices
    • Ability to connect well with people; warm and approachable
    • Great and effective communicator
    • Team player
    • Reliable, high-level of curiosity
    • Professional demeanor
    • Embraces continuous change and opportunities when presented
    • Experience working across multiple internal teams to resolve issues quickly and effectively

    QUALIFICATIONS:

    • AA degree, Bachelor’s in Marketing preferred or equivalent experience
    • Real Estate License or equivalent experience
    • Highly proficient in Microsoft Office Suite -- Outlook, Excel, PowerPoint Word.  Photoshop, Illustrator and CAD preferred
    • Skilled with Dynamics 365 CRM and VTS platform

    #LI-MD1

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