Administrative Assistant

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, 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 policy.
• Coordinate before/after hour tenant or contractor activities.
• Accept and document all rent payments received in management office and send to accounting.
• Collect and maintain customer traffic numbers for the center, including monthly reporting.
• Organize lease files and documentation for the property in accordance with policy and company standards.
• Maintain controlled access by issuing visitor badges and verifying insurance requirements.
• Keep Emergency Communication System for tenants and staff up to date.
• Respond promptly to customer needs and to requests for service.
• 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 review them.
• Accounts Payable: review, code and submit invoices.
• Submit open/close notices for store openings or closings.
• Accounts Receivable: follow up with local/regional tenants on past‑due accounts.
• Prepare correspondence as directed, tenant notices, late letters, etc.
• Maintain asset register to complete personal property tax reporting.
• Maintain Office of Foreign Assets Control (OFAC) search files.
• Monitor utility invoices and respond to Energy Management Consultant (Engie) for exceptions.
• Participate in annual property strategic and initiative goal setting.
• Other duties as assigned.

• 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 holidays.
• Comfortable working in a fast‑paced, highly dynamic environment.
• Excellent interpersonal, organizational, time‑management, verbal, and written communication skills.
• Ability to work and learn independently and in a team; self‑motivated, proactive individual with a positive attitude.
• Manages competing demands; able to deal with frequent change, delays, or unexpected situations.
• Strong attention to detail and ability to follow procedures.
• 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 customers.
• Interpersonal skills to create a pleasant experience for all customers, such as being personable and attentive.
• Must maintain the highest level of confidentiality; keep internal information and records confidential.
• Attendance and punctuality – consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

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.

• The employee must occasionally lift and/or move up to 30 pounds.
• While performing duties, the employee is regularly required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms; talk and hear; and use a computer terminal. The employee is also occasionally required to climb or balance, stoop, kneel, crouch, or crawl and use taste or smell.
• The worker is required to have close visual acuity to perform tasks such as preparing and analyzing data and figures;…