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Executive Admin - Real Estate

Austin, TX 78728

Posted: 04/02/2019 Industry: Admin Job Number: 97782
Industrial manufacturer with real estate holdings in North Austin

Job Summary

Reporting directly to Executives, handles records, transactions, administration, and other duties related to multi-entity ownership of businesses and property.

Essential Functions


Receive calls & emails from real estate brokers requesting information or wanting to submit purchase offers; provide limited information such as sketches, MUD info, rollback estimates, etc.

Communicate offers to land Owners and perform intermediary communications between Owners and brokers; handle requests to appraisers, land planners, attorneys or brokers; research responses to questions;

Work with real estate attorney & assistant concerning ownership issues and correct signature blocks for contracts, amendments, authorization letters, etc. And coordinate getting all Seller signatures.

Maintain records of offers for land Partner meeting, including timelines on offers/contracts.

In preparation of a land sale closing, assist the title company with required ownership information, information for proceeds, (% interests, tax id #s, addresses) and work to get all closing documents signed & notarized by all required parties.

When a sale is closed, handle all administrative tasks such as receiving & depositing or distributing closing checks; preparing account balances and draft distribution sheet information for all Seller; provide distribution spreadsheets, settlement statements, original owner and land basis information to accountants for their required reporting information; enter sale information into records.

Coordinate work with cities/counties/contractors/attorneys on issues related to ROW takings and easements, with the same processes above. Maintain a current Easement File.


Coordinate with co-workers as necessary on various leases such as grazing, homebuilder signs, fireworks, and cell towers; keep track of payments/deposits, certificates of insurance, ag issues, water issues, etc.


Receive calls and email requests for permission to access to property for various reasons: contractors, consultants, cemetery, classes, film makers, photographers, utility workers/tree trimmers. Forward requests to Owners for authorization or not. If they are granted access, tailor any indemnification documents to cover all specific land ownership entities.

Make sure all documents (Indemnities, Certificates of Insurance, Special Conditions, Site Specific, sketches) are returned and signed as required.


Receive, pay, and enter in Quicken, all invoices/deposits related to any of the Land Limited accounts; scan attorney invoices to Owners for their information; prepare authorization letters for signature/scan for any required bank funds transfers.

Oversee/check Receptionist s monthly bank statement spreadsheet to owners on monthly account totals and activity for bank accounts.

Track all income/payables in checkbook and in Quicken in a detailed spreadsheet; provide copy of final spreadsheet to, and consult with accounting consultants to ensure accuracy.


Receive all tax appraisals for all the property, then work with quarry department, tax consultant and appraisal districts concerning ag, quarry, issues; help with any information necessary for protest process; keep owners up to date on any rollback or other issues.

Update and maintain spreadsheets with tax totals for payment purposes; deliver, or otherwise ensure payments to counties by payment due date.

After tax payments are made, work on calculations for reimbursement sheets to ensure payments are properly paid/received between the entities involved.

Calculate taxes owed by land lessees for excess taxes paid due to loss of ag on the sites; send invoices and backup for payments due. When payments are made, deposit income and place all backup in files.


Provide general office support to office members if time permits.
Maintains strict confidentiality of information.


1. Minimum two years of college or business technical school, or the equivalent in training/experience.

2. Must have minimum one year of real estate and/or paralegal work experience or the equivalent, two years of experience preferred.

3. Must have five years minimum of executive/high level administrative experience or the equivalent.

4. Six months of accounting/bookkeeping experience required.

5. Ability to handle communications with the business owners, business associates, and consultants
in a professional manner.

6. Must be able to work independently with little supervision.

7. Ability to handle multiple projects simultaneously.

8. Must have strong computer skills including Word and Excel. Knowledge of Quicken preferred.

9. Valid Texas Driver's License and satisfactory driving record.

10. Ability to read, write, and speak English.

11. Ability to work well with others.

12. Professional appearance and attitude.

Competitive salary, benefits, regular hours, positive culture

If qualified, send resume to kirk.Hastings@lkjordan.Com
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