Job Description

Pay Grade: 28N

Department: Facilities-Real Estate

Location: Newark

Schedule: M-F 8AM - 4:30PM, 3 days on campus/2 remote

Context of Job:

Under the general direction of the Associate Director of Real Estate, the Real Estate Assistant provides administrative and operational support for the University’s real estate activities, including faculty and staff rental housing and 1743 Holdings, LLC/STAR Campus, as well as other residential and commercial properties within the University’s real estate portfolio.

The Real Estate Assistant assists with coordinating housing activities, maintaining lease documentation, supporting landlord and tenant communications, and processing administrative and financial records associated with the real estate portfolio. This position helps ensure the effective management of the University’s real estate assets by maintaining accurate records, coordinating routine property management activities, and assisting with communications among tenants, University departments, and external partners.

The role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks while supporting the operational needs of the Real Estate Department and related entities.

Major Responsibilities:

• Serves as a point of contact for routine rental housing inquiries from faculty, staff, and tenants.
• Assists with coordinating housing tours and providing general information regarding University rental properties.
• Maintains and updates the rental housing waiting list, rental permits, and related records.
• Prepares, organizes, and maintains electronic and physical residential and commercial lease files to ensure proper organization and accessibility.
• Tracks key lease terms including renewal dates, rent adjustments, and expiration dates and alerts departmental staff of upcoming deadlines.
• Assists with activities for acquisition and disposition of real estate including but not limited to appraisals, open houses, creation of marketing flyers, maintaining email list, and contracts.
• Coordinates document circulation for review and signature by appropriate parties.
• Schedules maintenance requests and coordinates with occupants for property access for repairs or inspections.
• Conducts property inspections, and maintains records of inspections, maintenance requests, and completed work.
• Supports coordination with Facilities or contractors to ensure maintenance issues are addressed in a timely manner.
• Processes purchase orders, requisitions, invoices, and deposits in accordance with University financial policies and procedures.
• Assists with preparation and tracking of financial documentation related to rental income, property expenses, and departmental operations.
• Maintains organized records of financial transactions to support reconciliation and reporting by departmental leadership.
• Coordinates with the University’s financial offices to ensure timely processing of payments and deposits associated with real estate activities.
• Provides administrative and logistical support for activities associated with 1743 Holdings, LLC/STAR Campus as needed.
• Establishes purchase orders, tenant billings, common area maintenance (CAM) postings, and maintains records for related invoices and accounts receivable. Ensures timely payment of invoices.
• Maintains organization of files and documentation related to 1743 Holdings projects and activities.
• Updates real estate databases and tracking spreadsheets related to lease administration and rental housing activities.
• Assists with maintaining the Rental Housing website and department email accounts.
• Upload and organize lease and property documents in departmental systems.
• Assists with scheduling meetings, preparing documents, and coordinating communications related to real estate activities.
• Orders and maintains adequate office supplies.
• Engages with internal and external stakeholders, administration, and landlords and tenants in a professional and courteous manner.
• Maintains organized departmental files and records.
• Provides administrative and logistical support for departmental projects and initiatives.
• Provides support to real estate and 1743 Holdings, LLC staff as needed for special projects or initiatives.
• Performs other job-related duties as assigned.

Qualifications:

• High school diploma or GED and four years of related experience, or equivalent combination of education and experience.
• Basic familiarity with real estate or property management practices preferred.
• Experience processing purchase orders, invoices, requisitions, or financial transactions preferred.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and Teams.
• Strong organizational skills with attention to detail and ability to maintain accurate records.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks and work collaboratively in a team environment.
• Ability to interact effectively with diverse stakeholders including tenants, faculty, staff, and external partners.
• Demonstrated professionalism, reliability, and commitment to excellent customer service.

Special Requirements:

• Valid driver's license and access to reliable transportation for occasional travel between University properties and related locations when operationally necessary.

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