Administrative Assistant, Real Estate

As Scout’s Real Estate Administrative Assistant, you will help Scout deliver on its commitments to an important group of business partners, landowners, while working closely with internal and external Land Agents, Project Managers, Real Estate, and Development Legal teams. This person will report directly to the Manager of Real Estate. 

You will serve as the point person for all administrative functions associated with this agreement processing role. Your tasks will remain mostly consistent from day to day: 

• Review incoming agreements for accuracy and organize the completed leases and all addenda for company officers’ signature.  

• Scan and save the signed agreements using to our online filing system and input pertinent agreement information into our CRM 

• Mail out the fully executed agreements and recorded memos to landowners and file the original hard copies on site, and file expense reports accordingly. 

• Distribute W9 and payment instruction documents to relevant internal parties. 

• Maintain digital and hard files and documentation thoroughly and accurately for multiple projects. 

• Run quarterly reports summarizing upcoming monthly payments and route to appropriate internal team members for approval. 

• Track lease terms and notify internal team members of upcoming lease expirations, issuing lease extension correspondence as necessary. 

• Coordinate with our Project Managers and Accounts Payable stakeholders to provide workflow updates and address any issues. 

• Ability to abstract lease terms and conditions from our leases and input into our internal software platform for payments and reporting purposes.  

• Assist in the analysis of title documents to determine ownership, identification of title/ownership issues, and recommend appropriate steps for resolution. 

• Take on new projects and duties as assigned by team. 

• Aid in the continued buildout of our internal Real Estate CRM  and help train other internal and external stakeholders. 

• Assist with external vendor setup, equipping them with Scout materials as necessary, and maintaining inventory of said material. Across all of these duties, we will look to you to help improve the processes used to complete them. During this stage of critical company growth, you will help identify ways to further enhance team efficiency. These improvements may be driven from your past experiences, your ability to connect with and solicit input from our team members, from research you do, and any other sources of inspiration. 

Requirements

You may be a fit for this role if this sounds like you: 

This mostly clerical position provides exposure to one key aspect of renewable energy project development and operation – landowner relations. It could be suited to a veteran data entry specialist or someone looking to get a foot in the door of the renewable energy industry. It requires a high capacity for work, a desire to help others succeed, and a facility with multiple technology platforms. 

The successful candidate’s background will look something like this: 

• High school degree (required) and 2+ years of work experience or a bachelor’s degree. 

• Holds a current Notary Public commission or be qualified and able to become a Notary immediately. 

• Interest in renewable energy. 

• IT fluent with experience on various platforms. (Microsoft Office required. TeamDesk and usps.com preferred.) 

• Creative and resourceful approach to solving problems efficiently and effectively. 

• Detail-oriented self-motivator with exceptional organizational skills. 

• Excellent verbal and written communication skills.  

• Ability to maintain information confidentiality and handle with discretion. 

• Ability to multi-task and arbitrate between conflicting priorities with clear target setting and follow- through capability in a fast-paced work environment. 

• Authorized to work in the United States without sponsorship. 

Timeline and Location 

The target start date for this role is late November or early December 2025. 

The Real Estate Administrative Assistant will be based in our Boulder, CO office, on a hybrid schedule of at least 3 days in the office per week. Job Type: Full-time 

Scout’s Values  

Mission-Orientation. High achievers who want to make a difference in this world and contribute to Scout’s stated mission.  

Teamwork. Respectful and appreciative colleagues with strong interpersonal skills and a commitment to fostering positive relationships across organizational boundaries to deliver on shared team goals.  

Safety. Uncompromising advocates for the health and safety of fellow employees, contractors, customers, and community members.  

Integrity. Ethical professionals who do the right thing even when it is difficult.  

Initiative. Resourceful self-motivators who thrive in a fast-paced, entrepreneurial environment because of their exceptional leadership, work ethic, and organizational skills.  

Intelligence. Problem-solving learners who can make informed decisions quickly and create innovative and pragmatic solutions to challenging problems.  

Invitation to Women and U.S. Underrepresented Groups 

We encourage applications from all demographics and especially those that are traditionally underrepresented in the energy industry. Consistent with our core values, Scout celebrates the diversity of thought and experience that comes from a range of backgrounds including, but not limited to, gender, race, and ethnicity. 

Invitation to Veterans 

Scout welcomes veterans of the United States Armed Forces to apply for this position. Scout includes veterans of all branches and a diverse set of occupational specialties. We value the independent thinking, problem solving, leadership, and teamwork that our veterans have developed through their service. We welcome applications from any service and any military occupational specialty. 

Benefits

Target base salary: $55,000-$65,000 (Negotiable for the right candidate). Attractive bonus potential. 

Scout offers a full range of benefits, including medical/dental/vision insurance with attractive premiums, 401(k) match, STD, LTD, an Employee Assistance Program, and a range of optional supplemental insurance coverage.