Property Administrative Assistant

Property Administrative Assistant

Requirements

• Computer Skills- MS Office Suite (PowerPoint, Excel, Outlook, Word, etc)
• Experience with Real Estate contracts a plus
• Ability to multi-task and work in a team environment
• Experience w/ RE software a plus (Yardi, etc)
• Ability to follow instructions and complete tasks as assigned
• AP/AR experience preferred
• Ability to work Monday thru Friday with reliable transportation
• Real Estate knowledge preferred
• Bachelor’s Degree preferred

Responsibilities

• This position is the first point of contact for office visitors and callers. Represent the company well by greeting office guests, visitors, contractors, and employees, answering telephone, and directing callers to the appropriate party, act as the point of contact for deliveries, update tenant phone list, respond and follow through on requests for information and communication with all levels of management with minimal supervision.
• Maintain the office as a professional, organized, and well-kept environment. General office housekeeping tasks.
• Prepare service contracts for operations department, submit work orders.
• Track Certificates of Insurance for contractors, specialty leasing/ancillary income programs.
• Assist in preparation and distribution of retailer memos, announcements, monthly newsletter.
• General filing & Ordering of supplies as directed by the General Manager
• Participates as administrative point person for assigned special projects and requests such as the monthly forecast report, annual budget, sales reports.
• Serves as retailers’ liaison between Shopping Center Management and retailers at the shopping center.
• Participates in weekly Management Staff Meetings, taking meeting minutes.
• Interacts with Corporate team members from various disciplines, mall management team members, other employees, and customers to assist with information exchange, problem solving and requests.
• Prepares, creates, edits requested reports and presentations via Yardi and Microsoft Programs such as WORD, EXCEL, POWERPOINT, etc.
• Prepares, processes, files tenant correspondence, memos, reports and maintains up-to-date tenant files – both hard files at the shopping center and digital files.
• Setup work orders and coordinate retailer move-in and move-out.
• Assists the Office Manager and Vice President, with monitoring, maintaining and enforcing common area and tenant standards by regular communications with retailers, following procedures and daily reviews of the common area and inline retail visual merchandising and hours of operation.
• Collect and document sales information from retailers as stipulated in the Lease/License Agreement.
• Prepares opening/closing documents, defaults and any other accounting document relating to leasing.
• Tracks, collects, and maintains retailers’ and clients’ certificate of insurance prior to expiration.
• Assist with marketing events.
• Other duties as assigned

Preferred Qualifications

• AP/AR experience preferred
• Real Estate knowledge preferred
• Bachelor’s Degree preferred