Administrative Assistant - Mercato

Jamestown Management Corporation•Naples, FL

38d

About The Position

This is a highly visible position expected to display and maintain the utmost professionalism at all times. Responsible for all lobby functions, including answering & directing calls, taking/forwarding messages, receiving guests & notifying internal employees of their arrival & keeping the lobby clean, organized & well maintained. The Administrative Assistant must be a team player with a positive attitude and demonstrated flexibility. The ideal candidate will display strong customer service skills and experience, along with presenting themselves in a professional and courteous manner. Strong attention to detail and accuracy will be highly valued. Must be available Monday through Friday from 8:30-5:00 pm and must be flexible and willing to assist with a variety of duties as directed including assisting with events after hours and on some weekends. This position is supervised by the Assistant General Manager & General Manager.

Requirements

Minimum 1-2 years of administrative experience, preferably in property management
Bachelor’s degree required from 4-year college or university
Strong organizational and planning skills required
Exceptional communication and interpersonal skills with a customer-service focus
Proficiency in Microsoft Office (Outlook, Word, and Excel)
Must be highly organized
Must wear a uniform that will be provided by Jamestown, or conform to dress code as approved by Management

Responsibilities

Provide front desk coverage through answering main phone lines timely and greeting guests in a professional, courteous manner while also answering and directing incoming calls
Logs in packages; coordinates distribution to employees
Informs security if there are any issues for their attention
Shares knowledge of Mercato events with callers & employees
Maintains and updates employee contact information on phone lists, titles, quick lists, etc.
Maintains and updates all Vendor and Tenant contact and insurance information
Prepare and edit correspondence, communications, presentations, and other documents
Informs appropriate individuals of any Lobby or other maintenance issues
Assist in responding to and logging all guest issues/comments in a professional, courteous manner
Gather monthly tenant gross sales information, distribute appropriately, and enter into accounting software (MRI)
Assist the accounting department by preparing/sending out monthly tenant rent statements
Code and process all invoices in a timely manner and effectively communicate with the accounting team
Maintain and organize tenant and vendor files
Activate and deactivate key fobs
Take minutes in staff meetings and send to all attendees, save in z drive file titled Wednesday Meeting Recaps
Order and maintain an inventory of office supplies and equipment
Ensure office presentation is professional at all times, including a conference room
Manage conference room and the conference room calendar
Develop and maintain positive relations with retailers, office tenants, and vendors
Coordinate with IT for office projects – Conference Rooms, etc.
Update tenant manuals, including construction/design manuals
Provide refreshments for meetings and make reservations, if needed
Works efficiently with multiple departments ensuring real-time communication and follow-through
Other responsibilities as requested
Manage tenant billing operations, including recurring charges, rent escalations, CAM reconciliations, percentage/overage rent calcutions, and miscellaneous billings, ensuring accuracy across all tenant accounts.
Oversee accounts receivable and cash m anagment, including processing daily cash receipts, monitoring tenant accounts, performing monthly AR gaining analysis, and leading collections efforts by partnering with property management to resolve delinquencies.
Maintain tenant account administration and service, including responding ot escalated biling inquires, tracking tenant sales reporting, and processing security deposit payments and refunds while maintain strong teant relationships.
Provides backup on various admin tasks as assigned
Assists with general maintenance of kitchens and other common areas
Inputs info and creates labels for Fed Ex/UPS pkgs