Overview
The Administrative Assistant provides administrative support to the property management team for a regional enclosed mall. The Administrative Assistant should have the flexibility to perform tasks with minimal supervision and the ability to assess priorities regarding multiple tasks. The responsibilities in this position include, but are not limited to:
General Administrative Tasks
Welcome and provide excellent customer service to visitors, clients, vendors and tenants. Take initiative to proactively address guest needs and answer questions.
Answer phone calls, monitor voicemails left on the on-site main phone line and field calls accordingly.
Effectively support members of the property management team and provide clerical support to Operations, Leasing and Marketing as requested.
Assist in the collection of monthly temporary tenant rents and sales reports.
Track Certificate of Insurance (COI) for specialty leasing/ancillary income program. Ensure COIs are up-to-date and accurate.
Provide support to team in technology applications, (i.e. Outlook, Word, Excel)
Produce timely and accurate documents (reports, memos, charts) as assigned.
Coordinate and attend meetings as needed - record, produce and distribute minutes as needed.
Perform clerical duties to include correspondence to tenants, vendors, clients, scanning and faxing documents.
Maintains up-to-date tenant files as assigned.
Monitor/schedule community room and conference room bookings, arrange set-up and other requests as needed.
Update and maintain tenant contact list, tenant phone list, employee radio ID list and Red Flag contact log.
Oversees incoming/outgoing packages, courier, faxes, FedEx/UPS and handles general mail distribution.
Orders and maintains office supplies on a monthly basis.
Update key storage cabinet and assists tenants with mail box setup.
Assist with community event preparations as needed.
Skills/Qualifications
Minimum of two years in administrative support role real estate background is preferred
Proficient in Microsoft Office applications (Excel, Word, PowerPoint, Outlook)
Excellent verbal and written communication skills
Ability to work both independently and within a team environment
Ability to adapt quickly and work collaboratively with cross-functional groups
Flexible and able to work in a fast-paced environment
Effective time management skills to attend to a broad range of activities
Dedicated to meeting the expectations and requirements of the external and internal customer
Required Skills:
Job Tags:
Property Management
Benefits:
Our benefits are a good reason.
We are committed to hiring the best, most talented people in our industry, and then empowering them with the resources and support to enhance their health, financial and personal well-being. Our underlying benefits philosophy is this: be fair to our people, and provide opportunities for those who take advantage of our programs and resources to lower their health costs and increase their personal and financial security.
Benefits to eligible employees, include:
401(k) plan with matching company contributions
Medical, Dental & Vision Care
6 weeks of paid parental leave at 100% of salary
Paid Time Off and Company Holidays
Flexible Work Arrangements may be available
Executive Benefits