Administrative Assistant

DJM Capital Partners, Inc. - Newport Beach, CA (30+ days ago)

Reports To: Senior Vice President, Retail Leasing


Under the direction of the Senior Vice President, Retail Leasing, as the Administrative Assistant for the Leasing Team you will assist the leasing department in the leasing effort. General scope of work is described below.

In addition, this position will provide ongoing administrative support to the DJM Capital Partners, Inc. administrative team, and senior management. We are a small team oriented office and need someone who can wear a number of administrative hats.


Office Duties:

  • General Reception duties: greet visitors, offer coffee/water; answer & direct phone calls
  • Shipping & Receiving: sign for deliveries, collect & distribute mail, coordinate outgoing mail and overnight shipping
  • Hospitality: order, pick-up/coordinate delivery, set-up, and clean-up of hospitality service for meetings
  • Scheduling: organize & schedule meetings, manage conference room calendar
  • Office Supplies: order & maintain office supply inventory for office supplies as well as snacks & beverages
  • Copier: coordinate copier maintenance, ordering of copier supplies, keep paper loaded in machine, change toner cartridges, submit monthly meter reads
  • Minor Tech support: assist team with print jobs, coordinate IT support, phone system assistance, phone lists, automated recordings, etc.
  • Invoices: coordinate payment of supplier invoices with Corporate Accounting Team
  • Vendors & Suppliers: coordinate as needed with building management, cleaning team, suppliers and repair vendors
  • Reports: assist in the preparation of regularly scheduled reports, print reports from databases including Yardi
  • Filing: maintain appropriate filing systems, electronic and hardcopy
  • Conference Rooms and Kitchen: keep organized, clean up after meetings
  • Ordering and Pick up of food/beverages for office lunches, etc.

Leasing Department Specific Duties:

  • Assist Senior Vice President, Retail Leasing with management level reporting, leasing, and other duties as required
  • Assist leasing department with qualifying prospective tenants by gathering pertinent information on prospective tenants (articles, financials, photos, business plan, and other information as requested)
  • Answer and respond to telephone and email leasing inquiries (assist with screening prospects and sending out pertinent information to prospects such as site plans, space cuts, and other information), respond, and direct calls and inquiries to appropriate party
  • Prepare proposal letters/Letters of Intent and update LOI templates
  • Prepare Deal Approval Form (DAF) and Renewal Memorandums for each deal submitted
  • Assist with Calculating Broker Commissions, coordinate signing of Agreements, review commission invoices and maintain Broker Commission Report
  • Maintain Leasing Deal Tracker
  • Update Leasing Reports, Prospect Reports and partner databases (such as VTS) as directed
  • Liaison with internal departments and outside consultants to keep deals moving forward (legal, operations, development, tenant coordination, marketing and others)
  • Assist with monitoring and expediting the leasing process from proposal letters to leases to tenant coordination
  • Coordination with Development and Tenant Coordination for space cut/LOD requests, work letters, site plan and merchandising plan updates
  • Attend Leasing Reviews, Tenant Coordination Meetings, Leasing & Development Update Meetings, Budget Meetings, assist with Leasing team action items
  • Represent the Company and Leasing Team at various industry events
  • Work with website developer and architects to keep DJM center web sites, site plans, space cuts, leasing exhibits, and leasing marketing materials up to date
  • Administer CoStar/Loopnet retail space updates
  • Assist with ICSC and other industry events, calls and setting up meetings, scheduling, reservations, registrations, and assist with booth set up and meetings
  • Prepare sales reports, 12M rolling forecasts for required properties
  • Coordinate with Operations to ensure Uses & Exclusives summary for all centers are kept up to date, maintain Restaurant Uses & Exclusives List for all centers
  • Maintain Kick-Out reports, post documents on DropBox/Sharefile as required
  • Assist with Budget process and worksheets
  • Other special reports and projects as assigned by Senior Management.
  • Maintain photo library of prospective tenants and retail sites/centers where prospects may have existing store locations
  • Maintain leasing data on shared/X or other drive
  • Maintain Contact Database system
  • Other duties as assigned; to include various projects for the Leasing Team involving spreadsheets, reports, photocopying, scanning, research, filing, coordinating travel, process expense reports, organize for ICSC meetings, order food/beverage, etc.


  • Strong verbal and written communication skills
  • Strong customer service and interpersonal skills
  • Willingness to help in a team environment
  • Professional demeanor
  • Attention to detail, problem solving skills, ability to multitask with superb accuracy
  • Appropriate independence, organizational and time management skills, including the ability to prioritize and follow through on assignments
  • Demonstrate reliability and confidentiality
  • Ability to work in a fast-paced environment
  • Prior experience in an Office Assistant and/or Administrative Assistant role


  • Extensive knowledge using PC computer systems and such software as MS Office, Word and Excel, Outlook e-mail, PowerPoint, Photoshop, Adobe, Internet, Sharefile
  • Knowledge of office systems such as reception phone, copier, other office equipment
  • Experience with Social Media/Social Networking skills
  • Experience with Yardi and Cardin accounting software
  • Experience with CRM/contact database systems (Salesforce)
  • Experience with Loopnet/CoStar
  • Experience in retail property leasing and management functions

EDUCATION: BA/BS degree and/or prior qualified experience

HOURS: 40 Hours per week, Monday – Friday

BENEFITS: We offer attractive, competitive compensation and benefits including medical & dental insurance, paid time off and 401(k), along with opportunities to grow within the organization

Job Type: Full-time