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 they are clean and available for future meetings.
•Prepare expense reports.
•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, and tenant, vendor & COI listings.
•Work with Accounts Payable and maintain tracking for all administration information.
•Support Lease Administration by preparing all welcome letters and retailer handbooks for new tenants and any additional correspondence.
•Prepare tracking data for tax assessor and third-party contractors.
•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 the Operations Manager with tracking, reports, and agreements.
•Prepare reports using various Macerich programs for property teams including Property Management, Operations, Marketing, Leasing and Business Development as requested.
•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.
•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.