Administrative Assistant

POSITION/LEVEL:
Administrative Assistant FLSA STATUS:
Non-Exempt

DEPT/OFFICE:
The Forum DATE:
June 2026

This is a highly visible position expected to display and maintain the utmost professionalism at all times. Responsible for all lobby functions, including answering & directing calls, taking/forwarding messages, receiving guests & notifying internal employees of their arrival & keeping the lobby clean, organized & well maintained.

The Administrative Assistant must be a team player with a positive attitude and demonstrated flexibility. The ideal candidate will display strong customer service skills and experience, along with presenting themselves in a professional and courteous manner. Strong attention to detail and accuracy will be highly valued.

Must be available Monday through Friday from 8:30-5:00 pm and must be flexible and willing to assist with a variety of duties as directed including assisting with events after hours and on some weekends. This position is supervised by the Assistant General Manager & General Manager.

• Provide front desk coverage through answering main phone lines timely and greeting guests in a professional, courteous manner while also answering and directing incoming calls
• Logs in packages; coordinates distribution to employees
• Informs security if there are any issues for their attention
• Effectively communicate with Property Management, Operations, and Security any issues that need immediate attention
• Maintains and updates employee contact information on phone lists, titles, quick lists, etc.
• Maintains and updates all Vendor and Tenant contact and insurance information
• Prepare and edit correspondence, communications, presentations, and other documents
• Informs appropriate individuals of any Lobby or other maintenance issues
• Assist in responding to and logging all guest issues/comments in a professional, courteous manner
• Gather monthly tenant gross sales information, distribute appropriately, and enter into accounting software (MRI)
• Assist the accounting department by preparing/sending out monthly tenant rent statements
• Code and process all invoices in a timely manner and effectively communicate with the accounting team
• Maintain and organize tenant and vendor files
• Activate and deactivate key fobs
• Take minutes in staff meetings and send to all attendees, save in z drive file titled Wednesday Meeting Recaps
• Order and maintain an inventory of office supplies and equipment
• Ensure office presentation is professional at all times, including a conference room
• Manage conference room and the conference room calendar
• Develop and maintain positive relations with retailers, office tenants, and vendors
• Coordinate with IT for office projects – Conference Rooms, etc.
• Provide refreshments for meetings and make reservations, if needed
• Works efficiently with multiple departments ensuring real-time communication and follow-through
• Gather monthly tenant gross sale information and add them to both the tracking spreadsheet and Yardi.
• Assist Senior Property Accountant with:
  • Sending out monthly rent statements to tenants
  • Track and input tenant cash receipts into Yardi
  • Maintain monthly work papers as directed by accountant
  • Code and process all vendor invoices in a timely manner
  • Process and code monthly American Express bill
  • Manual adjustments to tenant charges
  • Track tenant and contractor deposits and apply to ledgers
• Other responsibilities as requested

• Manage tenant billing operations, including recurring charges, rent escalations, CAM reconciliations, percentage/overage rent calculations, and miscellaneous billings, ensuring accuracy across all tenant accounts.
• Oversee accounts receivable and cash managment, including…