Administrator, Office

Simon Property Group • Waterloo, NY

20d

About The Position

The Office Administrator serves as the Office Manager within a center management office, providing ongoing support to center management staff as determined and assigned by the General Manager. The role requires independent planning and prioritization, strong time management, the ability to evaluate alternatives and choose best practices, and a focus on completing tasks efficiently.

Responsibilities include supporting administrative staff and departments; managing accounts payable and receivable, procurement card activity, and petty cash; participating in budgeting and forecasting; coordinating short-term leasing and administering lease agreements; overseeing fleet management administration; maintaining capital and operational service agreements; and handling general office administration. Depending on applicability, the position may also support marketing activities, assist with hiring and training administrative staff, and process payroll and new-hire documentation.

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.
• Aptitude for understanding financial reports and extracting information.
• Accounts payable and receivable experience using systems such as Yardi.
• Strong 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 administrative projects correctly and on time.
• Manage accounts payable, accounts receivable, procurement card activity, and petty cash; participate in the center budgeting and forecasting cycle.
• Coordinate and support the short-term leasing program, including administering lease agreements in Salesforce; obtaining and processing monthly rent, tenant sales, and overage rent; and collecting 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 documents for capital and operational service agreements; track and maintain DocuSign agreements and insurance documents.
• Perform general office administration, including ordering and maintaining office supplies and equipment inventory, drafting documents and reports for management, and providing the Management Team with updates 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 positions 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED