Administrator, Office

Simon Property Group•Waterloo, NY

18d

About The Position

The Office Administrator serves as Office Manager within the Finger Lakes Premium Outlets center management office. The role provides ongoing support to center management staff as assigned by the General Manager. It requires independent planning and prioritization, excellent time management, sound evaluation of alternatives, and the ability to choose effective practices and complete tasks efficiently. The position supports administrative operations across departments and handles financial administration, procurement, leasing coordination, fleet management, service agreements, office tasks, and management updates. Depending on applicable needs, the role may also support marketing activities, administrative staff hiring and training, and payroll and new-hire processing.

Requirements

High school diploma or equivalent.
3–5 years of administrative office experience in a fast-paced environment; office management experience preferred.
Supervisory and coaching skills, including the ability to delegate tasks.
Knowledge of administrative procedures and customer service principles and practices.
Ability to understand financial reports and extract information.
Accounts payable and receivable experience using systems such as Yardi.
Working knowledge of Microsoft Office, Salesforce, and web-based input software.
Effective conflict-resolution and customer-service skills when interacting with customers, tenants, and coworkers.
Effective verbal and written communication skills.
Strong organizational and interpersonal skills and attention to detail.
Ability to prioritize, coordinate, multitask, and demonstrate initiative.

Nice To Haves

Some college or professional school.
Office management experience.

Responsibilities

Provide administrative support and ensure administrative staff support all departments and complete assigned projects correctly and on time.
Manage accounts payable, accounts receivable, procurement card, and petty cash.
Participate in the center’s budgeting and forecasting cycle.
Coordinate and support the short-term leasing program.
Administer lease agreements in Salesforce, including obtaining and processing monthly rent, tenant sales, overage rent, certificates of insurance, and opening documents.
Administer the Fleet Management program, including PIN maintenance, receipt reconciliations, vehicle maintenance processes, and change forms.
Create and maintain capital and operational service agreement documents.
Track and maintain DocuSign agreements and insurance documents.
Perform general office administration, including ordering and maintaining office supplies and equipment, drafting documents and management reports, and updating the Management Team on company policies and procedures.
If applicable, support marketing events, promotions, sponsorships, collateral management, proof of performance, and gift card sales.
If applicable, assist with hiring and training Administrative Assistant and/or Receptionist staff and contribute to their performance evaluations.
If applicable, process weekly payroll for in-house hourly employees, prepare required new-hire documents, and submit them for approval in Workday.