Administrative Assistant - Business Development

Simon Property Group•Indianapolis, IN

7d•Onsite

About The Position

This position is responsible for providing support in an administrative capacity for the Vice President, Business Development and the National Sales Team for Simon Media and Experiences (SME) department / division of Simon. This candidate must possess exceptional organizational and communication skills, the ability to work and communicate with all levels of management, be capable of prioritizing and completing multiple assignments with accuracy and minimal supervision under deadlines. Must possess professional skills and the ability to handle sensitive and confidential information in a professional manner.

Requirements

3+ years of experience in administrative support.
Detail-oriented.
Excellent organizational skills.
Excellent interpersonal skills.
Excellent written communication skills.
Excellent verbal communication skills.
Proficiency in MS Windows.
Proficiency in MS Office Suite.
Proficiency in MS Excel.
Expertise on matters related to invoicing, collection, deposits, cash application processes.
Exemplary writing, language, grammar and organizational skills.
Passion for organization, timely execution, process improvements and professional / consistent communication to support a complex sales team.
Experience working with and organizing large / complex data sets, spreadsheets and reports.

Nice To Haves

Yardi experience.
Salesforce experience.
Bookkeeping / accounting experience.
MS365 Office Suite.
JDE experience.
Salesforce experience.
Yardi experience.
Handling Deposits and Cash Application processes.
Invoicing and Collections.
Bookkeeping / Accounting.

Responsibilities

Managing Accounts Receivable: including invoicing, collections from advertisers / tenants, check scanning / payment deposits, and proper application of payments against multiple SME agreements.
Creating, submitting and collecting on multiple invoices – and issuing same to the correct parties – resulting from those agreements.
Reviewing, identifying discrepancies, and working internally to correct same for mis-applied funds, missing payments, etc.
Supporting the executive SME team as lead Administrative Assistant, plus performance of several important and complex tasks. Some duties may be unique, sensitive or confidential in nature.
Communicating supervisor’s instructions or requests to various individuals internally and externally.
Requesting and obtaining information from various high level internal and external individuals in a focused and professional manner.
Coordinating and scheduling SME team meetings, as requested.
Assisting with internal and external correspondence, filing, mail, duplications, occasional shipping, etc., as requested.
Coordinating meetings, whether via conference call or face-to-face, for the VP Business Development and the assigned SME sales team members.
Handling multiple single and multi-property advertising and use-of-space agreements within the company’s Salesforce contracting and CRM system.
Managing team member travel expense processes and timely reconciliations.
Completing all expense reporting to ensure accuracy and timely submission within the dedicated system.
Submitting reimbursement requests for OOP expenses, as necessary.
Developing and executing multiple complex SME team projects, reports, and data; with the ability to gain expertise and communicate with professional discretion.
Serving as an initial point-of-contact for the VP Business Development and the assigned SME team members with respect to internal and external communications, business inquiries and departmental activities.