Administrative Assistant, Leasing - San Jose

At Hudson Pacific Properties, we provide best-in-class office space to the biggest names in tech (Netflix, Google, Amazon), and we're seeking an Administrative Assistant, Leasing for our office in San Jose, CA. The successful candidate will provide high-level administrative support and coordination for all leasing-related transaction activities, departmental reporting functions, and administrative processes. Prioritize multiple and often conflicting deadlines, commitments, and projects with the ability to work independently and anticipate the department's needs.
What You'll Do

• Review for accuracy, ensure proper documentation prior to submittal, and code all invoices for the department.
• Fielding market research calls with acute discretion.
• Provide backup support for other assistants as needed.
• Liaise with internal Marketing, Construction, Engineering, Accounting, Operations, and Lease Administration departments, as well as external clients, including leasing representatives and third-party brokers.
• Assist the Leasing team in their efforts to achieve their leasing goals.
• Maintain and update leasing activity databases with impeccable attention to detail.
• Track various leasing-related documents for execution, such as leases, commission agreements, listing agreements, lease amendments, termination agreements, license agreements, and notices.
• Timely ensure that commission invoices are accurately and promptly paid.
• Implement and streamline office procedures; perform all other required office tasks, including maintaining files, ordering marketing and office supplies, processing expenses, and securing travel arrangements for the department.
• Manage and verify all related lease documentation information for accuracy.
• Coordinate Leasing Department schedules (including, but not limited to meetings, appointments, travel arrangements, marketing events, etc.).
• Organize and maintain file systems, correspondence, and other transactional records.
• Miscellaneous projects as assigned.
• Assist in strategizing and prioritizing daily and long-range activities to ensure workflow among a wide variety of programmatic and administrative responsibilities.
• Represent the department to both internal staff and external clients in a manner that is at all times professional, knowledgeable, tactful, poised, and efficient.

What You'll Need

• Skilled in organizing work, defining tasks, setting priorities, working independently, and following through on all assignments with minimal direction.
• Bachelor’s Degree required.
• Minimum 2-4 years of experience of general office/administrative and commercial real estate experience required.
• Proven ability to handle multiple tasks and deadlines at one time and work with a fluctuating and dynamic schedule and with little advance notice.
• Self-starting, resourceful, proactive, and motivated in performing and excelling in responsibilities.
• Excellent verbal and written communication skills.
• Excellent computer skills and demonstrated working knowledge of computers and software, including MS Windows, Word, Excel, and PowerPoint. Advanced skills in creating charts, graphs, table formatting, and mail merge functions.
• Highly organized, efficient, and attentive to detail, with excellent follow-up skills.
• Polished professional demeanor, exemplary communication skills, including oral, written, and editing/proofreading.

Salary Range: $25.00 to $38.00 an hour USD (subject to relevant experience)
About Us
Hudson Pacific Properties (NYSE: HPP) is a real estate investment trust serving dynamic tech and media tenants in global epicenters for these synergistic, converging and secular growth industries. Hudson Pacific’s unique and high-barrier tech and media focus leverages a full-service, end-to-end value creation platform forged through deep strategic relationships and niche expertise across identifying, acquiring, transforming and developing properties into world-class amenitized, collaborative and sustainable office and studio space.