Administrative Assistant

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The Administrative Assistant keeps official records and executes in accordance with established standard operation procedures in conjunction with other management and staff. Provides administrative support to the General Manager and department managers.

• General office administration including but not limited to; ordering office supplies, receiving and distributing mail, overseeing shipping and postage for the office, and maintaining office equipment while upholding a safe and clean office environment, greeting and directing visitors, and answering phone calls and referring inquiries to correct office personnel.
• Maintain tenant contact
• Manage and maintain insurance documentation for mall tenants and contractors performing work on property in compliance with the requirements outlined in the lease or corporate
• Coordinate before/after hour tenant or contractor
• Accept and document all rent payments received in management office and send to
• Collect and maintain customer traffic numbers for the center, including monthly reporting, if
• Organize lease files and documentation for the property in accordance with policy and
• Maintain controlled access by issuing visitor badges and verifying insurance requirements are
• Keep Emergency Communication System for tenants and staff up to
• Respond promptly to customer needs and to requests for service and
• Review monthly rent roll, issue manual bills for charge backs and coordinate posting with Accounting Department.
• Collect and input tenant sales into Yardi/MRI.
• Generate and submit New Vendor request forms and
• Accounts Payable; review, code and submit invoices for
• Submit Open/Close notices for store openings or
• Accounts Receivable; follow up with local/regional tenants on past due
• Prepare correspondence as directed, tenant notices, late letters,
• Maintain asset register to complete personal property tax
• Maintain Office of Foreign Assets Control (OFAC) search files, if
• Monitor utility invoices and Respond to Energy Management Consultant (Engie) for exception
• Participate in annual property strategic and initiative goal setting
• Other duties as

• High school diploma Associate degree preferred, or equivalent work experience.
• Minimum of 2-3 Years of Customer Service experience
• Yardi/MRI experience
• Must be able and willing to work varying schedules, which may include public
• Comfortable working in a fast paced, highly dynamic work
• Excellent interpersonal, organizational, time management, verbal, and written communication
• Ability to work and learn independently and in a team situation;
  Self-motivated, proactive individual with a positive attitude.
• Manages competing demands; able to deal with frequent change, delays, or unexpected
• Strong attention to detail and ability to follow
• Proficiency in MS Office programs (Outlook, Word, Excel ), basic office support skills (telephone, filing, data entry) and basic math skills.
• Patience and listening skills to respond appropriately and interact positively with upset
• Interpersonal skills to create a pleasant experience for all customers, such as being personable and attentive.
• Must be able to maintain the highest level of confidentiality; keep internal information and records confidential.
• Attendance/Punctuality - consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee must occasionally lift and /or move up to 30
• While performing the…