Senior Administrative Assistant

Description

• Coordinate before/after hour tenant or contractor requests.
• Participate in annual property strategic and initiative goal setting meetings.
• Keep Emergency Communication System for tenants and staff up to date.
• Monitor utility invoices and Respond to Energy Management Consultant (Engie) for exception billings.
• Maintain Office of Foreign Assets Control (OFAC) search files, if applicable.
• Maintain tenant contact information.
• Accounts Receivable; follow up with local/regional tenants on past due balances.
• Prepare correspondence as directed, tenant notices, late letters, etc.
• Collect and input tenant sales into Yardi/MRI.
• 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.
• Accept and document all rent payments received in management office and send to lockbox.
• Generate and submit New Vendor request forms and W9s.
• Collect and maintain customer traffic numbers for the center, including monthly reporting, if applicable.
• Submit Open/Close notices for store openings or closures.
• Maintain asset register to complete personal property tax requirements.
• Respond promptly to customer needs and to requests for service and assistance.
• Mentor new Administrative Assistants/Administrative Coordinators on policies & procedures.
• While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; talk and hear. The employee is regularly required to sit. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl and taste or smell.
• Review monthly rent roll, issue manual bills for charge backs and coordinate posting with Accounting Department.
• Maintain controlled access by issuing visitor badges and verifying insurance requirements are met.
• 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.
• Accounts Payable; review, code and submit invoices for payment.
• Organize lease files and documentation for the property in accordance with policy and procedure.

Requirements

• 3-5 years of Administrative / Office experience required.
• Attendance/Punctuality - consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Proficiency in MS Office programs (Outlook, Word, Excel etc.), basic office support skills (telephone, filing, data entry) and basic math skills.
• The employee must occasionally lift and /or move up to 30 pounds.
• Must be able and willing to work varying schedules, which may include public holidays.
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal and expansive reading.
• 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.
• Strong attention to detail and ability to follow through.
• Excellent interpersonal, organizational, time management, verbal, and written communication skills.
• Minimum of 2-3 Years of Customer Service experience required.
• Ability to work and learn independently and in a team situation; Self-motivated, proactive individual with a positive attitude.
• Must be able to maintain the highest level of confidentiality; keep internal information and records confidential.
• Comfortable working in a fast paced, highly dynamic work environment.
• Manages competing demands; able to deal with frequent change, delays, or unexpected events.
• High school diploma required. Associate degree preferred, or equivalent work experience.
• Yardi/MRI experience preferred.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance