Administrative Assistant, Property Management

Overview

Admin support for property management: front desk, tenant liaison, documents, and coordination.

Key Responsibilities

• database mgmt
• invoice processing
• insurance mgmt
• tenant records
• lease execution
• front desk

Tasks

-Attend mandatory meetings/trainings and support special events with flexible scheduling. -Manage vendor and contractor insurance (COIs), access coordination, and documentation for construction and maintenance. -Coordinate meeting room scheduling, community activation calendars, and ensure cleanliness of shared spaces. -Act as liaison between tenants and property teams (maintenance, HVAC, marketing, housekeeping), distributing information as needed. -Support Operations, Marketing, Maintenance, Security, and Leasing teams with tenant-related tasks and communications. -Serve as the front desk representative, managing phones, door access, inquiries, and mail distribution. -Process invoices, support Accounts Payable, and maintain databases (Yardi, MacCentral, DocuSign). -Perform general administrative tasks including document creation, file maintenance, copying, and faxing. -Maintain and update tenant records, emergency contacts, lease documentation, and compliance tracking. -Assist with capital projects, lease execution, and tenant onboarding including welcome letters and handbook distribution.

Requirements

• microsoft office
• 5 years
• real estate
• construction
• high school

What You Bring

-Intermediate knowledge of Microsoft Office including Word, Excel, PowerPoint, and Outlook. -Minimum 5 years administrative experience. -Experience in commercial real estate administration or construction administration preferred. -High School diploma or equivalent.

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Benefits

-Participation in the Company stock program at a discount. -24 paid volunteer hours annually and employer charitable match benefit. -Best-in-class benefits with affordable employee contribution levels. -Savings accounts for your future through 401K and Health Savings Accounts. -Annual paid time off, including vacation time, 12 paid holidays and 80 hours of sick time annually.

About Macerich

-specializing in the ownership, management, and development of high-quality retail centers -diverse portfolio of premier shopping destinations strategically located in major metropolitan areas across the United States -creating vibrant shopping experiences, combining well-known retailers with unique entertainment, dining, and lifestyle options -expertise in property development and redevelopment, transforming sites into thriving community hubs -commitment to creating innovative, sustainable spaces, often partnering with national and international brands -standout projects include mixed-use developments integrating retail with residential and office spaces -continues to enhance portfolio through strategic acquisitions and partnerships, ensuring sustained growth and relevance in the evolving retail landscape

Sector Specialisms