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Executive Administrative Assistant

  • Location: PLANO, Texas, 75024
  • Job Type:Contract

Posted 13 days ago

  • Job Ref: 188538

Our client is seeking an Executive Administrative Assistant for an onsite 3-month contract role in Plano, Texas.

Responsibilities:

  • Open and distribute mail
    • For each transaction (note that certain transactions, such as real estate sales, have multiple documents per transaction):
    • Print and compile documents for client signature
    • Arrange for client signature (deliver originals to VP of Real Estate for signature)
    • Arrange for external distribution (via mail)
    • Arrange for internal distribution (via email)
    • Scan in documents and upload to Lucernex
    • Update legal index in Lucernex to reflect new documents
  • Mail option letters, estoppels, and SNDAs (requires either certified mail or overnight mail) – we usually have 60-80 option letters, 70-80 estoppels, and 15-20 SNDAs per year
  • For sales of real estate, arranges for delivery (usually by overnight mail) of closing documents to title company
  • For closed locations (and this will be approximately 200-250 in the coming 12 months), arranges for hard store files to be boxed and shipped offsite 
  • Retrieves requested files that are currently stored offsite with Iron Mountain
  • Retrieves requested files that are currently stored on-site in the hard store file
  • Although not common (given recent digital pivot), files hard copies of documents in hard store files located on-site
  • Although not common (since Landlords usually perform), arranges for certain original documents to be filed of record with county clerk
  • Performs certain calendar functions
  • Arranges travel
  • Completes iExpense reimbursement required forms