Administrative Assistant

Hill International is seeking an Administrative Assistant in Long Beach, California

• Finalize and track all correspondence in EDRMS (Port's Document Management System).
• Finalize all memos to various divisions at the Port.
• Finalize all letter correspondence to outside entities, tenants, and parties.
• Tracks the Quickflow (approval) process with all staff.
• Organizes all correspondence and memos into EDRMS into individual folders and our Real Estate Chron File folder.
• All documents/contracts are placed in an easily readable and searchable folder in EDRMS.
• Finalize Documents (Leases, PAAs, RPs, AAs, Pipeline Licenses, etc.)
• Prepare DocuSign of agreements for lessees and other signators as needed.
• Track signature of documents with lessees and other signators.
• Assist with the circulation and distribution of contracts to all applicable divisions and entities.
• Place all approved/finalized documents/contracts in an easily readable and searchable folder in EDRMS with the assistance of the Secretary.
• Create physical files for each entity/project.
• File and organize all correspondence to put into the hard files.
• Assist with adding and terminating actual physical files.
• Assist with filing the physical files in the File Room and check out the files with staff.
• Work within Customer Relationship System (CRM).
• Assist in entering data for a record and assigns temporary numbers for initiated leases/projects as needed with the Senior Secretary's direction.
• Assist with entering initial data into CRM as needed with the Senior Secretary's direction.
• Assist with Termination of Agreements.
• Receive and coordinate information from leasing staff for terminations.
• Assist Secretary with preparing termination memos to records and other divisions.
• Assist in terminating agreements in Gimmal, EDRMS, CRM.
• Distribute termination memo and information to all applicable divisions.
• Assist with any other administrative functions required by the Real Estate Division and be a backup to the Senior Secretary.
  
  

• Associates degree or High school diploma required. Bachelor's Degree preferred.
• Minimum of 5 years of administrative experience.
• Real Estate experience preferred.
• Full time onsite position in Long Beach, CA.
• Strong written and oral communication, organizational, and interpersonal skills are required.
• Demonstrated ability to prioritize, multi-task, and maintain confidentiality required.
• Demonstrated ability in exercising tact and diplomacy are always required for presentation of a professional demeanor.
• Strong technical and Internet savvy is required, including knowledge of Microsoft Office, i.e., Word, PowerPoint, Excel, Outlook, Adobe Acrobat and other additional software and databases used by the company as needed.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.

The salary range for this position is $60,000-$75,000. The offered salary will be based on the applicants qualifications, education, experience and work location.

Depending upon your employment status, Hill's comprehensive benefits may include, Medical, Dental, Vision, Employer Paid Life and Accidental Death & Dismemberment Insurances, Business Travel Accident Insurance, Short-Term Disability, Long Term Disability, Flexible Spending Account, Health Savings Account, Dependent Care Flexible Spending Account, Commuter Benefits, Legal Assistance, Identity Theft Protection, Pet Insurance, Auto & Home Insurance, Critical Illness Insurance, Accident Insurance, Hospital Indemnity Insurance, Voluntary Life & Accidental Death & Dismemberment Insurance. Paid Time Off (PTO), Holidays, 401(K) Retirement Savings Plan, Employee Referral Program, Professional Certification Incentive Program, Hill University Learning and Development, Tuition Reimbursement, EAP, Years of Service Awards