Job Description
Full job description
Job description:
We seeking a proactive, detail-oriented Real Estate Administrative Assistant to support the real estate, legal, and development teams in managing a wide range of administrative, transactional, and operational tasks. This role involves liaising with brokers and landlords, coordinating site acquisition processes, supporting lease negotiations, handling default notices, and assisting with legal documentation and compliance. The ideal candidate brings a proactive, detail-oriented approach and has experience in real estate, legal, or site acquisition functions.
Duties & Responsibilities
Coordinate with brokers, landlords, and internal stakeholders to manage site search, vetting, and LOI pipelines.
Assist in preparing and reviewing Letters of Intent (LOIs), site proposals, and lease term sheets.
Track deal progress, critical dates, and deliverables across multiple real estate projects.
Maintain site acquisition tracker, including deal status, dates, broker contacts, and correspondence.
Schedule and coordinate site visits, due diligence, and internal meetings for new site prospects.
Review draft leases and amendments for business terms, compliance issues, and deadlines.
Assist with preparing legal correspondence, including lease default notices, cure letters, and demand letters under supervision.
Track notice periods, option windows, lease expirations, and key legal deadlines.
Work with outside counsel and internal legal to gather documents and support lease negotiations and disputes.
Act as primary point of contact for external brokers, property managers, and landlords on documentation, timelines, and follow-ups.
Facilitate communication between real estate team, legal, construction, and operations.
Organize and log all broker agreements, commission terms, and listing agreements.
Maintain digital and physical filing systems for LOIs, leases, legal documents, and real estate correspondence.
Track and ensure compliance with key contract provisions, including insurance, signage, exclusives, and co-tenancy clauses.
Coordinate signatures, DocuSign processes, and notary requirements for legal documents.
Additional responsibilities as assigned.
Essential Functions
2–5 years of experience in real estate, legal, paralegal, or administrative support roles
Familiarity with commercial real estate lease documents (retail preferred)
Strong organizational and multitasking skills with attention to detail
Excellent written and verbal communication skills
Proficiency in Microsoft Office (Word, Excel, Outlook) and Adobe Acrobat
Experience working with brokers, attorneys, and cross-functional internal teams
Bilingual in Mandarin is required.
Ability to travel to locations within the United States as needed.
Ability to work primarily on-site at the head office in Flushing, NY.
Job Type: Full-time
Benefits:
Employee discount
Flexible schedule
Health insurance
Language:
Mandarin (Required)
Work Location: In person
Job Type: Full-time
Job description:
We seeking a proactive, detail-oriented Real Estate Administrative Assistant to support the real estate, legal, and development teams in managing a wide range of administrative, transactional, and operational tasks. This role involves liaising with brokers and landlords, coordinating site acquisition processes, supporting lease negotiations, handling default notices, and assisting with legal documentation and compliance. The ideal candidate brings a proactive, detail-oriented approach and has experience in real estate, legal, or site acquisition functions.
Duties & Responsibilities
Coordinate with brokers, landlords, and internal stakeholders to manage site search, vetting, and LOI pipelines.
Assist in preparing and reviewing Letters of Intent (LOIs), site proposals, and lease term sheets.
Track deal progress, critical dates, and deliverables across multiple real estate projects.
Maintain site acquisition tracker, including deal status, dates, broker contacts, and correspondence.
Schedule and coordinate site visits, due diligence, and internal meetings for new site prospects.
Review draft leases and amendments for business terms, compliance issues, and deadlines.
Assist with preparing legal correspondence, including lease default notices, cure letters, and demand letters under supervision.
Track notice periods, option windows, lease expirations, and key legal deadlines.
Work with outside counsel and internal legal to gather documents and support lease negotiations and disputes.
Act as primary point of contact for external brokers, property managers, and landlords on documentation, timelines, and follow-ups.
Facilitate communication between real estate team, legal, construction, and operations.
Organize and log all broker agreements, commission terms, and listing agreements.
Maintain digital and physical filing systems for LOIs, leases, legal documents, and real estate correspondence.
Track and ensure compliance with key contract provisions, including insurance, signage, exclusives, and co-tenancy clauses.
Coordinate signatures, DocuSign processes, and notary requirements for legal documents.
Additional responsibilities as assigned.
Essential Functions
2–5 years of experience in real estate, legal, paralegal, or administrative support roles
Familiarity with commercial real estate lease documents (retail preferred)
Strong organizational and multitasking skills with attention to detail
Excellent written and verbal communication skills
Proficiency in Microsoft Office (Word, Excel, Outlook) and Adobe Acrobat
Experience working with brokers, attorneys, and cross-functional internal teams
Bilingual in Mandarin is required.
Ability to travel to locations within the United States as needed.
Ability to work primarily on-site at the head office in Flushing, NY.
Job Type: Full-time
Benefits:
Employee discount
Flexible schedule
Health insurance
Language:
Mandarin (Required)
Work Location: In person
Job Type: Full-time
💡 Quick Summary
Seeking a career-building opportunity? The Real Estate Administrative Assistant | Bilingual Mandarin position is now open for candidates interested in the Real Estate sector. This role in New York City offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Real Estate is a plus.
