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Administrative Assistant, Real Estate Equity

Salary
Competitive
Employment
Full Time
Real Estate Field
Location
Hartford
 CT
Postal Code
06103
Country
United States

This job is no longer active.

Description


Barings is a leading global asset management firm dedicated to meeting the evolving investment and capital needs of our clients. We build lasting partnerships that leverage our distinctive expertise across traditional and alternative asset classes to deliver innovative, institutional-quality solutions and service.

 

Our team-driven culture is based on transparency, responsibility and putting our clients’ interests first. We listen to our clients to understand their needs, so that we can be a strategic advisor and long-term partner in meeting their unique investment goals. Risk management and protecting our investors’ capital over the long term is an essential component of our lasting partnerships.

 

Barings is also committed to building long-term relationships with our associates and providing opportunities and support to help them succeed. With our expanding business and global footprint, Barings offers a wealth of opportunities for associates who share our culture, values and commitment to excellence in client service.

 

As an organization, we believe that a diversity of perspectives and strengths is essential to meeting the evolving needs of our clients, and we are committed to attracting and retaining a talented workforce as diverse as the clients and communities that contribute to our success.


Typical Responsibilities

 

This professional will report directly to the Chief Investment Officer - Equity Investments and will also provide support to the Business Management and Insurance Risk Management Groups in Hartford.

•Provide a wide range of administrative support to management and staff; perform basic administrative functions such as scanning, faxing, filing, ordering supplies, and maintenance of Outlook calendars for management team.
•Generate correspondence; write carefully constructed, grammatically correct memos, letters and business updates for managers.
•Prepare and circulate notices and announcements for staff.
•Work with external customers to supply information when requested.
•Develop relationships across business organizations.
•Handle or direct routine inquiries, as appropriate.
•Work independently to research information; collect information from files or other sources for routine inquires and reports; analyze data and prepare regularly scheduled reports of data, as needed.
•Compile and analyze data to prepare regularly scheduled reports and graphic presentations.
•Anticipate needs of management and staff in a fast-paced environment.
•Prioritize responsibilities to meet critical deadlines.
•Troubleshoot computer and phone issues or create Desktop tickets and work with Information Technology to resolve issues.
•Act as administrative coordinator for various staff functions.
•Make travel arrangements, prepare expense reimbursements and check requests for management and staff.
•Manage mail for managers and staff.  Use UPS/USPS software for outgoing packages – including mass mailings and certified mail.
•Responsible for organizing and collating document packages - proofread, collate, print, and distribute as appropriate; obtain signatures and witnesses as necessary.
•Assist with setting up and closing insurance claims and litigation files.  To include, preparing proof of loss documents, and handling claim check payments.
•Manage the legal entity and contact mailing list for Risk Management.
•Manage the insurance invoice process including distribution of invoices and following up on outstanding invoices.
•Assist with the insurance acquisition/disposition process for real estate properties.
•Procure surety bonds and handle the NFIP (National Flood Insurance Program) and UST (Underground Storage Tank) renewal process.
•Manage the Property/Liability Loss Control Inspection process.
•Participate and assist in the master insurance program renewal process.
•Provide back-up support to other administrative assistants in their absence to include periodic phone coverage at reception desk and Hartford office-wide mail distribution.
•Understand and maintain an internal electronic document filing system (SharePoint).  Archive, scan and upload documents to Barings Real Estate’s proprietary databases.
•Responsible for data input into Salesforce database.
•Participate in firm-wide activities/initiatives and other special projects as necessary.
•Good understanding of business operations.
•Maintain confidential and sensitive information.


Knowledge Requirements

•5-10 years administrative assistant experience in a fast-paced environment, preferably in a commercial real estate environment.
•A college degree is preferred.
•Some analytical experience required.
•Appointment as a Notary Public is desired.
•Knowledgeable in policies and procedures.
•Knowledge of the internet and previous company systems to reserve conference rooms and make travel arrangements.
•Solid PC, office management and organizational skills; uses advanced versions of word-processing and other software.  Knowledge of Outlook, Excel and PowerPoint is required.
•Willing to learn new software products.


Competencies

•Must have a can-do attitude
•Excellent problem solving skills; must be proactive and think ahead to solve problems
•Strong customer service focus
•Takes ownership and responsibility for self
•Team player
•Willingness to listen and learn
•Solid networking skills
•Strong professional attitude
•Ability to prioritize and multi-task
•Strong communication skills; both written and oral
•Takes initiative in solving internal and external customer problems
•Adapts to change in systems or policies and procedures
•Trustworthy and discreet with confidential information

 


Barings is an Equal Employment Opportunity employer; Minority/Female/Age/Sexual Orientation/Gender Identity/Individual with Disability/Protected Veteran. We welcome all persons to apply.

Job Function


 

Job Sector


Not specified

 

Experience


5+ to 7 years


This job is no longer active.

Administration Hartford Full Time CT Administration Administrative Assistant, Real Estate Equity other