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Administrative Assistant

SanTan Village
Posted Jul 22, 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 travel for mall management team.
•Coordinate meeting room space and ensure schedule is disseminated to staff, space is set up properly and cleaned for future meetings. 
•Prepare expense reports.
•Oversee office supplies and ensure that orders are made timely in accordance with the property policy and within budget.
•Maintain and update various databases such as vendor parking passes, COI status for vendor/tenants, community room schedule and tenant open and close forms. 
•Work with accounts payable when invoices are past due and submit tenant invoices for billing to Lease Revenue.
•Support Lease Administration by preparing all welcome letters for new tenants and any additional correspondence. Ensure space is clean, keys are available and ready when tenant arrives to take possession.
•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.
•Assist Operations Manager with reports, tenant correspondence, annual surveys, HVAC requests, contractor check submissions and COI database updates.
•Assist the Marketing Manager with reports, emails, events, social media, website updates, tenant memos and tenant/vendor correspondence.
•Prepare reports using Oracle for property teams including Property Management, Marketing, Leasing and Business Development as requested.

Requirements and Qualifications:
•High School diploma or equivalent.
•Minimum 5 years administrative experience.
•Intermediate knowledge of Microsoft Office including Word, Excel, PowerPoint and Outlook.
•Good customer service skills (receptionist experience a plus).
•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.