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Assistant Corporate Secretarty (Commercial Lease Administration)

TORP Group Costa Mesa ,CA
  • Expired: 13 days ago. Applications are no longer accepted.
Job Description

Are you looking for a stable company in the commercial real estate field where you can grow your career? This group has been in business for over 50 years and is established in retail property management. This Corporate Secretary/Lease Administrator is responsible for performing activities that support Lease Administration Department the companies objectives, performance drivers and strategic initiatives. The Lease Administrator is responsible for drafting leases and related legal documents. Compiles and coordinates the company wide information on new, renewal, modified, extended, or terminated leases, and all other relevant leasing terms and conditions.

Duties Include:

  1. 1. Knowledge of corporate structure; how it relates to REIT requirements, a plus

    2. Knowledge of Bylaws of all corporations

    - When and how shareholder meetings are called

    - The number of board of directors and their voting rights

    - When and how board meetings are called

    - Procedures for exercising voting rights

    - Duties and responsibilities of officers

    - Procedures for the dividends

    3. Maintains up-to-date corporate minute books (necessary for review by counsel for potential investors or underwriters prior to transactions of sale of stock in company, acquisition, sale or merging of company).

    - Articles of Incorporation

    - Bylaws

    - Minutes or Written Consents covering all meetings and actions of directors, committees and shareholders

    - Ensures the observance of corporate formalities (helpful in avoiding any shareholder liability problems)

    - Stock ledgers

    4. Annual or quarterly governmental filings for states where organized, as well as states where business and properties are located

    5. Maintain Ownership Percentage Tracking Schedule

    6. Prepare Equity Draw Down Schedules and Exhibit A to the LP Partnership

    7. Maintains signature block entity information

    8. Administration of Stock Option and Long-Term Compensation Plans

    9. Issues and repurchases stock or units in accordance with REIT qualification

    10. Insures all decisions as outlined in the Bylaws, Articles or Major Decisions Policy are properly approved and enacted

    11. Prepares and coordinates quarterly and annual Committee, Board and Shareholder material for meetings – insuring the inclusion of standardized quarterly agenda items

    12. Knowledge of limited partnership and limited liability company agreements and operating agreements, as well as appropriate annual governmental filings; maintenance of up-to-date minute books for these entities

    13. Maintains and updates in CT Profile information for all corporations, limited partnerships and limited liability companies

    14. Through CTAdvantage able to 1) perform public records searches, 2) access corporate forms, reports and tax bulletins, legislative updates, compliance checklists and SEC network, and 3) order corporate documents.

    15. Obtains and renews city business licenses

    16. Updates and maintains record retention policy

    17. Part of team that prepares and supplies information for offering memorandums and due diligence process

    18. Responds to requests/inquiries from counsel representing lenders, slip and fall cases, or other matters requiring organizational information

    19. Work with IT on Cyber Security Initiatives

    20. Interfaces with members of the Board of Directors

    21. Maintain corporate documents in Disaster Recovery Applications


At least 3 year's experience in Lease Administration (commercial real estate)

Strong written/verbal communication skillls

Proficient in Microsoft Office

Bachelors Degree Preferred


TORP Group


Costa Mesa, CA