Hill International, Inc. is hiring: Administrative Assistant in Long Beach

Hill International is seeking an Administrative Assistant in Long Beach, California.

Responsibilities

• Finalize and track all correspondence in EDRMS (Port’s Document Management System).
• Finalize memos to various divisions at the Port.
• Finalize letter correspondence to outside entities, tenants, and parties.
• Track the Quickflow (approval) process with all staff.
• Organize all correspondence and memos into EDRMS into individual folders and the Real Estate Chron File folder.
• Ensure all documents/contracts are in an easily readable and searchable folder in EDRMS.
• Finalise documents (Leases, PAAs, RPs, AAs, Pipeline Licenses, etc.).
• Prepare DocuSign of agreements for lessees and other signatories as needed.
• Track signatures of documents with lessees and other signatories.
• Assist with circulation and distribution of contracts to all applicable divisions and entities.
• Place approved/finalized documents/contracts in an easily readable and searchable folder in EDRMS with the assistance of the Secretary.
• Create physical files for each entity/project.
• File and organize all correspondence for hard copy files; assist with adding and terminating physical files.
• Assist with filing the physical files in the File Room and check out the files with staff.
• Work within the Customer Relationship System (CRM).
• Enter data for records and assign temporary numbers for initiated leases/projects as needed under the Senior Secretary’s direction.
• Assist with entering initial data into CRM as needed with the Senior Secretary’s direction.
• Assist with termination of agreements and coordinate information from leasing staff for terminations.
• Prepare termination memos for records and other divisions; assist in terminating agreements in Gimmal, EDRMS, CRM; distribute termination memos to all applicable divisions.
• Be a backup to the Senior Secretary and support other administrative functions as required by the Real Estate Division.

Qualifications

• Associates degree or high school diploma required. Bachelor’s degree preferred.
• Minimum of 5 years of administrative experience.
• Real estate experience preferred.
• Full-time onsite position in Long Beach, CA.
• Strong written and oral communication, organizational, and interpersonal skills.
• Ability to prioritize, multi-task, and maintain confidentiality.
• Demonstrated tact and diplomacy for professional presentation.
• Strong technical skills including Microsoft Office (Word, PowerPoint, Excel, Outlook), Adobe Acrobat, and other software/databases used by the company.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.

The salary range for this position is $60,000-$75,000. The offered salary will be based on the applicant's qualifications, education, experience and work location.