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Administrative Assistant

Valley River Center
Posted Jul 18, 2019

Position Description:

The Administrative Assistant assists in the day-to-day operations of the property. These duties include customary administrative duties (i.e. typing, filing, copying, faxing, coordinating projects, and answering & conducting calls) as well as tasks specific to the property assigned.

Essential Job Functions:

•Customary administrative duties such as mail distribution, creating documents, copying, faxing, answering & directing calls, maintaining electronic and paper files.
•Coordinate meeting room space and ensure they are clean, fully equipped and available for future meetings.
•Oversee office supplies and ensure that orders are made timely is accordance with the property policy.
•Maintain and update various databases such as vendor parking passes, delivery dock access, tenant, vendor, and insurance listings.
•Maintain tracking for all Leasing and Business Development administrative information.
•Support Lease Administration by preparing welcome letters for new tenants and any additional correspondence.
•Prepare reports using various software, including Oracle for property team as requested.
•Responsible for preparation of all new hire, termination, and status change paperwork including creating the Employee file.  
•Act as the local contact for Human Resources in ensuring that benefits paperwork is distributed and returned to the corporate office in a timely fashion.
•Prepare default letters and other written communication to retailers.
•Prepare reports using Oracle for property teams including Property Management, Marketing, Leasing and Business Development as requested.
•Take and distribute staff meeting notes.
•In addition to providing administrative support to the Property Manager, assist other department managers within mall management in the following ways:

Marketing

•Process local Business Development RLAs and advertising agreements.
•Manage community room scheduling, documentation and set-up.
•Draft weekly retailer memo and provide to MM for review.  Assemble approved memo and arrange for distribution.
•Manage directory updates.
•Complete web site event and sales listings, map updates, home page promos.  Regularly review site ensuring accuracy of links and information.
•Assist the Marketing Manager with tracking, reports, contract generation and digital data input.
•Draft event set-up memos for team, distribute and follow-up.
•Take photos for advertising proof of placement, social media and event execution.
•Research contact information for business development leads.
•Manage files and marketing equipment inventory/storage.
•Provide event support (adjusting typical work schedule to accommodate other hours as needed).

Operations

•Ensure vendors have current and proper insurance in order for them to work on property. 
•Produce Viox work orders for tenant move-ins, events or other needs of the center.
•Make appointments accordingly through the Operations calendar. 
•Assist with DocuSign by downloading contracts, inputting information, tracking full execution.
•Tracking information during bi-weekly tenant coordination calls.
•Filing of receipts and invoices for payment through AP or P-Card.
•Act as a liaison between tenants and mall management, maintenance, HVAC or housekeeping.  Possibly dispatch information over the radio.
•File and keep track of capital projects, contracts and service agreements.  

Specialty Leasing 

•Create tenant files and keep up to date
•Maintain tenant files and ensure that all pertinent documents are received  prior to a tenant opening
•Enter opening and close dates into CRM
•Prepare one time charge forms and credit refund requests for LR/AR as necessary.
•Collect Certificates of insurance and make sure they are correct.  Send into Risk management, save to M: drive and update to Monthly Reports.  Follow up on expirations.
•Mail out certified letters for terminations and defaults
•Prepare Cart signs.  
•Collect, follow up and enter Monthly Sales for specialty tenants.
•Give out Program information and application to walk in inquiries for leasing space – collect information so LD Manager can follow up on lead.
•Maintain up to date Lease plans with current program as necessary

Requirements and Qualifications:

•High School diploma or equivalent.
•Minimum 3 years administrative experience.
•Intermediate knowledge of Microsoft Office including Word, Excel, PowerPoint and Outlook.
•All applicants must be able to perform the essential functions of the position, including corresponding core job requirements, with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities (and others in accordance with applicable law) to perform the essential functions of the job, consistent with applicable laws and Company policy.