Records Management Assistant Jobs in Rochester, NY

Description

The Development Administrator serves as the administrative and organizational support of the Development Department. This position is responsible for coordinating due diligence activities, maintaining entity records, managing project documentation, supporting financing & closing activities as well as development related compliance and operational processes.  

ESSENTIAL DUTIES

Legal, Organizational, and Transactional Support

• Manage formation of legal entities and maintain organizational documents for new and existing entities including legal entity names, ownership structures, EIN, states of registration, registered addresses and schedule of required entity filings.
• Coordinate legal due diligence activities and checklists related to development projects, acquisitions, dispositions, project financing, and closings.
• Collaborate with attorneys, lenders, title companies, and consultants throughout transactional processes to satisfy application, underwriting, due diligence, and closing requirements within established deadlines.
• Establish and maintain processes to ensure the accurate setup and ongoing maintenance of project documentation, agreements, schedules, and files within SharePoint or other designated electronic filing platforms.

Financing, Compliance Coordination, and Corporate Organization

• Create and coordinate organizational collateral required for the preparation of various financing or agency applications including narratives and other required documents from internal team members. (ie: company resumes, partner bios, managing agent profiles, etc.)
• Assist in the preparation and submission of funding applications, and RFP responses.
• Track and manage due diligence and closing requirements for construction and permanent financing.
• Track and manage ongoing Company reporting information and forms that may be required for financing, corporate reporting, and compliance, i.e. HUD, Fannie, Freddie reporting.
• Coordinate the collection of signatures from principals and delivery of documents using appropriate electronic or physical delivery methods to meet required deadlines and compliance requirements.

Development & Operations Support

• Manage land and property acquisition due diligence files by tracking deliverables in accordance with the terms of Purchase Agreements.
• Coordinate the setup & paperwork requirements for new development-related vendors including insurance certificates and tax forms.  
• Compile information and maintain various schedules in support of the placement of new construction insurance and annual insurance renewals including entity schedules, property matrix schedules, financial data compilation, premium allocations, and claims tracking.
• Process development related invoices with supporting documentation in coordination with the Accounting Department.
• Support development and operations teams on special assignments and high-priority projects as needed.

Requirements

 EDUCATION AND EXPERIENCE

• Associate's or Bachelor's degree in business administration, legal/paralegal studies, organizational management or related field preferred.
• 3-5 years of experience supporting project administration, legal or financing administration, corporate records management, real estate development or construction administration or other related field.
• Knowledge of real estate development processes, legal terminology, and transaction workflows a plus.

COMPETENCIES AND SKILLS

• Excellent attention to detail and commitment to accuracy in legal documents, entity records, and due diligence materials.
• Demonstrates the highest standards of professionalism, integrity and ethical conduct when handling confidential business information, legal documents, financial records and organizational data. 
• Strong organizational skills with demonstrated ability to manage multiple deadlines, projects, and priorities simultaneously.
• Ability to communicate professionally and effectively with internal stakeholders, attorneys, lenders, government agencies and other external partners.   
• Knowledge of legal terms and definitions as well as understanding of contracts, filings and other legal or financial documents.  
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint), SharePoint, document management systems, and electronic filing platforms.  
• Adaptability through periods of change and growth.

WORK ENVIRONMENT

An individual working in this role will sit at a desk and use office equipment such as a computer, phone, photocopiers/scanners, and other peripherals. The position will also require the individual to stand, walk, use hands, reach with hands and arms, bend, and squat. The noise level in the work environment is usually moderate. This position may require lifting up to 20 pounds. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Valid Driver's License and reliable transportation are required to perform occasional errands and business-related trips as required. Some irregular hours and overtime may be required to meet project deadlines and fulfill the duties of the position.