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Receptionist / Administrative Assistant

Deptford Mall
Posted Mar 03, 2020

Position Description:

The Receptionist/Administrative Assistant is based at Deptford Mall and assists in the day-to-day management team support (Property Management, Operations, and Marketing/Business Development). These duties include customary receptionist and administrative support for Property Managers, an Operations Manager and a Marketing Manager with tenant and customer communications both verbal and written, assisting Operations by coordinating construction projects and record keeping, maintaining contractor insurance, drafting tenant and vendor correspondence, processing service agreements, assisting Marketing with social media, events, retailer communication and tracking Business Development agreements.

Essential Job Functions:
•Customary administrative duties such as mail distribution, creating documents, copying, faxing, answering/directing calls, maintaining electronic and paper files, coordinating meeting space, food and handouts for meetings
•Order office and kitchen supplies in accordance with the company policy; maintain office and kitchen
•Maintain and update various databases such as tenant, vendor, and insurance listings.
•Prepare reports using various Excel and Word software, including Oracle for property team as requested.
•Prepare written communication to retailers.  Interpret lease language and prepare non-monetary default notices; follow-up on curing defaults
•Office Notary
•Regular updating of Tenant Emergency Contact Information, Crisis Manual and Retailer Handbook
•Ensure vendors have current and proper insurance in order for them to work on property. 
•Produce work orders for tenant move-ins, events or other needs of the center.
•Produce and deliver environmental task memos to tenants as needed.
•Assist OM’s with Requests for Bid, creation of contracts in DocuSign, tracking agreements to execution and payment for services rendered
•On-site Tenant Coordination administration to include preparing pre-con meeting packages, collecting and processing merchant fees (trash and hot permitting)
•Tracking and recording annual, semi-annual and quarterly safety checks/operations deliverables into SharePoint
•File and keep track of capital projects, contracts and service agreements. 
Marketing :
•Assist with digital, social media and ShopperLine updates
•Complete regular written retailer communication 
•Administrative support with Business Development agreements 
•Event support
•Ensure high level guest experience with laser focused attention to detail

Requirements and Qualifications:
•Candidate must be highly self-motivated, able to prioritize multiple tasks with ease, be attentive to detail  and embrace a culture of cooperation and collaboration
•Intermediate knowledge of Microsoft Office including Word, Excel, PowerPoint and Outlook.
•Notary Public credentials. 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.