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Administrative Assistant

Kings Plaza Shopping Center
Posted Oct 10, 2019

Position Description:

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

Essential Job Functions:

•Assist Property Management in the preparation of all strategic initiatives including, but not limited to: Strategic Plans, Business Plans, Business Initiative Programs, Strategic Partnership Programs, and Impact Planning.
•Work closely with the Property Manager and the Operations Manager to ensure all capital and major projects are on schedule and adhere to budget.
•Follow Company procedures relating to late charges, letters of default, tenant inquiries, and tenant deliverables and correspondence.
•Assist with bids and property contracts.
•Participate in the relationships between the Tenant Coordination and Real Estate departments and the property, customer, contractor, community, and city departments, as directed.
•Maintain directory of mall contractors, including emergency contacts.
•Maintain and update spreadsheet to track proprietary use of utility accounts and liens and other information as directed.
•Maintain and track file for tenant violations and open applications and send related correspondence.
•Maintain and update various databases. 
•Work with Accounts Payable and maintain tracking of capital expenditures and other projects.
•Review, submit invoices and assist with maintaining accounting records as directed.
•Prepare reports using Oracle, Unifier and others as may be designated.
•Monitor Accounts Receivable and coordinate appropriate next steps.
•A strong understanding of the various government agencies and the ability to navigate related issues.
•All other duties as assigned.

Requirements and Qualifications:

•High School diploma or equivalent.
•Minimum 5 years administrative experience.
•Intermediate knowledge of Microsoft Office including Word, Excel, Powerpoint and Outlook.
•Ability to communicate effectively with mall, management personnel and the general public.
•Ability to secure confidential information.
•Notary status or ability to become a notary shortly after hire.
•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.