Administrative Assistant
About The Position
The Administrative Assistant provides general administrative support to the mall management team and interacts with the public, merchants, tenants, in-house facilities technicians, third-party contractors, and other people who service the mall and its merchants and tenants. The role supports day-to-day mall management, provides high-level administrative assistance, and may collaborate with departments such as Accounting, Specialty Leasing, and Marketing. The position may also coordinate repair and maintenance services, manage insurance certificates, and provide localized computer software and hardware support.
Requirements
- High school diploma or GED.
- 2 years of experience in an administrative support role.
- Proficiency in Microsoft Office, including Outlook.
- Highly organized and project oriented.
- Excellent business writing and verbal communication skills.
- Quick learner and self-starter who helps others achieve results.
- Ability to meet the physical demands of the job, with reasonable accommodations available for individuals with disabilities.
- Regularly sit; use hands to finger, handle, or feel; and talk or hear. Frequently stand, walk, and reach with hands and arms. Occasionally stoop, kneel, crouch, or crawl.
- May frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.
- Required vision abilities include close, distance, color, and peripheral vision, depth perception, and ability to adjust focus.
Responsibilities
- Support day-to-day mall management through file organization, fulfilling written requests, answering phones, greeting guests, word processing, distributing mail, and purchasing and replenishing supplies.
- Serve as the initial point of contact for customer, vendor, merchant, and tenant inquiries, requests, and complaints while providing a high level of customer service.
- Create spreadsheet tracker reports and organize, schedule, coordinate, compile, and analyze confidential business information.
- Schedule meetings, conference calls, and appointments, and coordinate food and handouts as needed.
- Assist in implementing property activities and events.
- Prepare, maintain, and distribute mass written communications to retailers as directed.
- Support and collaborate with the Mall Management team and provide administrative support to other departments, including Accounting, Specialty Leasing, and Marketing.
- Establish and maintain effective business relationships.
- As needed, direct or coordinate repair and maintenance services with in-house facility technicians or third-party vendors.
- As needed, manage and collect current Certificates of Insurance for tenants and/or third-party vendors.
- As needed, provide mall management office support for localized computer software and hardware.
- Perform other duties as assigned.
Benefits
- Competitive compensation
- Medical, dental, and vision coverage beginning day 1
- 401(k) company matching
- 401(k) vests on day 1
- Career development programs
- Charitable donation matching
- Generous paid time off, including vacation, personal holidays, and paid sick time
- Paid volunteer hours
- Paid parental leave
- Family planning assistance, including IVF, surrogacy, and adoption options
- Wellness and mental health resources
- Pet insurance offering
- Childcare assistance
- Commuter benefits
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
