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Administrative Assistant

Lakewood Center
Posted Oct 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.
•Oversee office supplies and ensure that orders are made timely is accordance with the property policy.
•Maintain and update various databases such as tenant emergency contacts, delivery dock tenant, vendor, and insurance listings.
•Maintain tracking for all Leasing and Business Development administrations information.
•Prepare and maintain tracking data for tax assessor and third party contractors.
•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 Specialty Leasing 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
•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). 

Specialty Leasing
•Monthly Reports 
•Assistance with Accounting Issues
•Assistance with Program/Lease Management
•P-card reconciliation
•Miscellaneous Projects (Collect and compile information as assigned by AVP
Lease plans, photos, holiday tracking reports, AR reports, etc.)

Requirements and Qualifications:

•High School diploma or equivalent.
•Minimum 3 years administrative experience.
•Intermediate knowledge of Microsoft Office including Word, Excel, PowerPoint and Outlook; Nuance, Sharepoint, Box. 
•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.