Administrative Assistant

RockStep Capital•Meridian, MS

2d•$15 - $17•Onsite

About The Position

RockStep Capital is seeking an experienced and hands-on Administrative Assistant to support the operations of the Uptown Meridian Mall in Meridian, Mississippi. This role is the front-line employee responsible for providing assistance to the mall team, Sr Management, customers, tenants, vendors, and contractors. This role supports functions for operational administration, accounting, tenant leasing, janitorial and security coordination, vendor/contractor access and documentation, and marketing, to ensure the operations of the mall runs smoothly.

Requirements

High School Diploma or Equivalent Required.
Minimum of 2 years Administrative Assistant Required
2+ years experience with Property Management software Required
Proficient with Microsoft Office with a focus in Excel
strong analytical and interpersonal skills
ability to problem-solve
Highly motivated with strong organizational skills
attention to detail
a commitment to driving results
Long periods of sitting
occasional lifting of up to 30 pounds
hand dexterity

Nice To Haves

Associates Degree in business administration Preferred
Bachelor’s degree in business administration a Plus
property management a Plus
Yardi a Plus

Responsibilities

Answer/screen phone calls, voicemails, and daily mail for property, as needed.
Greet and assist mall office guests.
Maintain active calendar of appointments.
Compile documents for meetings, as needed.
Distribute and file originals related to administrative and operational functions.
Order and stock office supplies for the management office.
Pick up supplies at area stores as needed.
Maintains office equipment servicing requirements and schedules as needed.
Assist management team members as needed.
Prepare and update various monthly reports as needed by the mall team. (ie, utility comparisons, occupancy reports, etc.).
Compile vehicle and equipment logs for inventory, repairs, and usage into reports for corporate and insurance records.
Receive incident reports from security and notify the senior manager on property for liability or property claims.
Weekly walk through with senior manager on property.
Scan, deposit, and post checks to tenant or other property accounts
Post ACH payments upon confirmation of receipt from the Property Accounts Manager.
Daily deposits of checks to the bank within 24 hours; undeposited checks must be stored overnight in the safe.
Enter tenant sales, COIs, and applicable documentation.
Make and document collection calls for late rent payments.
Scan invoices and receipts and process them for payment within the appropriate accounts.
Make updates to the tenant and specialty leasing handbooks in coordination with the senior staff members, as needed.
Create and generate lease agreements for specialty leasing manager, enter them into Yardi, and file as directed.
Enters tenant lease information in Yardi.
Collect tenant sales, COIs, rent, various other required documents.
Document tenant concerns via email to advise the Specialty Leasing Manager of their needs and notify janitorial or security by phone or radio as applicable.
Collect after-hours access request forms from tenants and have the hours approved by the senior manager on property. Distribute copies of the approved form(s) to security and janitorial and file the original.
Notify janitorial team of reported and unexpected minor maintenance or cleaning needs.
Notify security of reported issues or problems with mall guests.
Maintain list of COIs and request renewal updates as needed.
Request and document COIs for new vendors or contractors.
Maintain various logs for vendors (access to roof, equipment rooms, etc.).
Assist with promotional activities, during NORMAL workday schedule as needed.
Assist as needed with coordinating arrangements for mall marketing events and other functions that may come up during normal workday hours.