Leasing & Construction Management Administrator

Posted 1 year ago

The Organization:

ViaWest Group is a Phoenix, Arizona based vertically-integrated real estate firm focused on commercial real estate investments, development, and management. The company has been involved in over $1BN of assets since inception in December 2003.  The currently portfolio of owned, managed, and development assets exceeds 7MM square feet of office, industrial, and mixed-use properties with over 450 tenants. 

Summary of Duties:

The position’s primary responsibilities will be to provide administrative support the Director of Leasing and VP of Facilities.

Leasing Admin

  • Update VWP Deal Tracker Workbook (i.e. tenant, s.f., lease type, brokers, etc)
  • Prepare initial template & update “Underwriting Compared to Actual” Lease Spreadsheet
  • Prepare and maintain expiration reports with prescribed information
  • Prepare commission verification calculations & assist in the preparation of internal invoices
  • Maintain schedule of commissions & ensure timely payments for all parties
  • Track triggering mechanisms for commission payment(s) (i.e. commencement, occupancy, etc)
  • Create and maintain LOI’s/Proposal templates for each property
  • Assist in the preparation of draft proposals/LOI’s (basic format/terms)
  • Maintain the organization of all template leases for each property
  • Collect and organize all marketing materials for each property
  • Communicate with listing brokers to ensure all property-specific business plans are being followed
  • Perform monthly CoStar reviews/audits to ensure updated info for each property
  • Create VWP tenant rep broker commission agreements for each transaction using template
  • Ensure all new properties are set up and kept up-to-date in leasing software
  • Maintain all leasing templates, tracking tools, folders, etc to ensure good organization
  • Assist in the preparation of annual leasing budgets
  • Assist with leasing-related annual budget forecasts for all properties
  • Communicate with Director of Marketing on lease execution and assist in press releases
  • Assist in tenant welcome gifts at commencement of new leases

Construction Admin

  • Responsible for setting up all projects in Asana (project management software)
  • Create and update all internal electronic files for capital/construction projects
  • Request, organize, and file all progress tracking photos
  • Assists with keeping accurate minutes from project meetings/calls
  • Create and update internal cost-tracking tool
  • Scan and file/save all preliminary lien notices
  • Generate and track construction management fee invoices
  • Track all pay applications from contractors
  • Assist with payment approval process (i.e. lien waivers, check issuance, etc)
  • Assist with collecting and verifying insurance information of contractors
  • Assist in scheduling bid invites/walkthroughs of capital projects
  • Collect/prepare bid analysis side-by-side comparison studies
  • Email support for VP while traveling
  • Assist in the preparation of annual capital budgets

Education & Experience:

  • Bachelor’s degree is preferred, but not required
  • 2+ years’ work experience – real estate experience a plus
  • Competent using Microsoft Word, Outlook, and Excel
  • Extremely organized, detail oriented, ability to multi-task
  • Team player – ability to work and collaborate with multiple teammates/managers

Candidates will also have the following personal attributes and characteristics:

  • A passion for administrative support
  • An attitude that embraces integrity, honesty and personal responsibility
  • Excellent verbal/written communication skills
  • Organized and detail oriented but able to see the “big picture”
  • The aptitude to manage multiple tasks and to negotiate competing priorities


Salary for this position will be commensurate with qualifications and experience. The company also offers an excellent benefits package including health insurance, paid vacation/sick leave/holidays, and 401k retirement plan.

Please email your cover letter and resume to rphillips@viawestgroup.com

Apply Online

A valid email address is required.
A valid phone number is required.