Legal Department Administrative Assistant

Widewaters
DeWitt, NY

Posted November 27, 2019

Legal Department Administrative Assistant

The Widewaters Group is looking for an analytical and detailed LEGAL DEPARTMENT ADMINISTRATIVE ASSISTANT! We offer excellent Paid Time Off, Compensation, Healthcare and other benefits. Apply today to join a company with over 30 years of proven excellence!

Job Summary

The Legal Department Administrative Assistant will work to assist The Widewaters Group's attorneys, retail development and other Widewaters personnel. The Administrative Assistant will diligently complete important administrative and clerical work by performing the following the duties:

What you will be doing:

Contract Management

  • Coordinates the processing of new Purchase and Sale Agreements for Retail and Hotel Development.
  • Collect and assemble materials including letters of intent, deal sheets, site plans, etc., in support of drafting and negotiating leases, title documents, corporate and financing documents, among others.
  • Collects, abstracts and distributes document abstracts and executed documents or other pertinent information to maintain and update department databases and/or spreadsheets, including electronic document storage and retrieval system.
  • Assisting in the document drafting and preparation of agreements, notices and other documents.
  • Track document changes and draft versions. Updated document and lease tracking reports.
  • Prepares tenant legal notices.
  • Process invoices within department, including appropriate P.O. numbers.
  • Reviews legal invoices, determine amounts to be paid, distribute invoices for dealmaker approval, research and resolve discrepancies, coordinate payment of invoices through accounts payable.
  • Prepare documents for execution by Widewaters; forward to third party for counter-signatures; and, follow-up.
  • Prepares and submits check requests as needed.
  • Assists in the maintenance of project schedules and budget reports.
  • Assists in assembling new site information packages for presentation.
  • Assist in research retail locations within a given market and create competition maps for use in evaluating new site and/or acquisition potentials.

Business Compliance

  • Research, prepare and file new entities across multiple states, including creating new EIN's.
  • Tracks and processes new litigation as needed.
  • Prepare and track liquor licenses for hotel restaurants and food and beverage outlets.

Administrative Support

  • Files and organizes all correspondence, records, memorandum, etc. in accordance with Company filing system(s), by hard copy and by electronic software (Worksite).
  • Opens, stamps, reviews, sorts and distributes incoming mail and also distributes any articles, publications, reports, etc., for the department.
  • Drafts/composes documents by using standardized or hand-written forms or transcribes from audio tape on computer all correspondence, including: letters, notes, logs, memorandums, contract, proposals, invoices leases, reports, spreadsheets, etc.
  • Creates new electronic data base files and updates all corresponding lists.
  • Responsible for photocopying, faxing, preparing regular, certified and overnight delivery packages for department.
  • Responsible for maintaining adequate supplies for all office equipment within the department and contracting for maintenance when necessary.Responds to telephone inquiries directed to the department.
  • Provide back-up coverage to Front Office Administrative Assistant on a rotating basis as needed for lunch, breaks or as needed.
  • Coordinate travel arrangements for assigned staff.
  • Archiving of files
  • Expenses

The foregoing list is intended to be a summary of duties and responsibilities required of the person who assumes the position noted above. The list may be expanded, reduced, or changed in any way that the Company, in its sole discretion, deems appropriate in order to accommodate the various business interests of the Company.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty and responsibility proficiently. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

  • Must have a detailed understanding of the full Microsoft Office suite, be extremely fast at solving problems and have experience as an executive or administration assistant in the past.

EDUCATION and/or EXPERIENCE

  • An Associates Degree required and a Bachelor's Degree (B.S. or B.A.) preferred.
  • A minimum of three (3) years of related experience and/or training; or an equivalent combination of education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS

  • Valid Department of Motor Vehicle Driver's License
  • Valid and current Notary Public preferred

Widewaters is a vertically integrated real estate organization with over 30 years of development, construction, management and investment experience. Leveraging its entrepreneurial instincts, capital and expertise, Widewaters continues to develop and acquire quality real estate across North America.

Widewaters has developed or acquired over 11.2 million square feet of retail, office, residential, and hospitality projects totaling over $1.29 billion in value. Widewaters develops and manages all of its properties through its operating and management companies, The Widewaters Group, Inc. and Widewaters Hotels, LLC. Construction is performed through its affiliate Widewaters Construction, Inc.

Widewaters is based in Syracuse, New York with additional operations in the Charlotte, North Carolina and Salt Lake City, Utah areas. In house capabilities include: acquisitions, site selection, entitlements, feasibility, legal, leasing, financing, accounting, construction, property management, hotel management, and asset management.

Widewaters

Corporate Office

Key to Widewaters success has been the ability to develop and construct high quality projects that create long-term value.

Widewaters is a vertically integrated real estate organization with over 30 years of development, construction, management and investment experience. Leveraging its entrepreneurial instincts, capital and expertise, Widewaters continues to develop and acquire quality real estate across North America.

Widewaters has developed or acquired over 11.2 million square feet of retail, office, residential, and hospitality projects totaling over $1.29 billion in value. Widewaters develops and manages all of its properties through its operating and management companies, The Widewaters Group, Inc. and Widewaters Hotels, LLC. Construction is performed through its affiliate Widewaters Construction, Inc.

Widewaters is based in Syracuse, New York with additional operations in the Charlotte, North Carolina and Salt Lake City, Utah areas. In house capabilities include: aquisitions, site selection, entitlements, feasibility, legal, leasing, financing, accounting, construction, property management, hotel management, and asset management.