Regional Assistant, SBV

Job Location :

The Forum Shops at Caesars

PRIMARY PURPOSE :

The Regional Assistant works closely with and under the direction of the Senior Vice President of Business Development (SVPBD). He / she is in frequent contact with and supports field personnel, screening questions and requests and responds to or resolves problems as qualified. Responsibilities include but are not limited to all administrative duties, working directly with external and internal partners, assisting in the coordination of Subject Matter Experts related projects which includes corresponding directly with clients and tenants, inputting agreements into Salesforce, correlating budget and financial data, and monitoring the daily operations of a busy SME program and team. This position has frequent interaction with both internal and external high-level executives and is a public face of both the department and the company.

PRINCIPAL RESPONSIBILITIES :

The successful candidate's responsibilities will include, but not be limited to :

• Administrative duties for SVPBD, including managing a large volume of SME programs, generating SME agreements utilizing Salesforce, securing inventory, providing deadlines and spec sheets, managing the program process with the client, developing and maintaining file systems, update and maintain region database, schedules, invoicing, receiving and applying payments, securing POP files, creating PowerPoints, preparing recaps, report roll-ups / surveys, excel documents, etc.
• Handles travel arrangements for department
• Handles expense reports for department
• Coordinate financials including, invoices, tracking and reconciliation, monthly budget forecasts, processing payments, check applications, managing aged receivables and assist in coordination of spreadsheets to general ledger
• Process all regional department checks from tenants, researching any AR discrepancies including missing payments, miss application of checks, using Salesforce, JDE and Yardi.
• Coordinate and track past due rent payments and take necessary action to get checks from tenant when rent is past due.
• Assist in preparing SBV leases and following up on key milestones. Ensuring full execution of agreement and keeping an active file of all agreements.
• Liaison with Finance department.
• Coordinate Salesforce entry, handles the coordination directly with the client in facilitating lease agreement signatures, collecting COI, invoicing, managing art deadlines, artwork submissions, managing art approval process including shipping and tracking, ensuring programs are posted on time and collection of POP from field teams and submitting recaps directly to clients.
• Maintain the departmental files and databases.
• Maintains a working knowledge of all departmental projects, programs and events.
• Maintains an extensive knowledge of projects handled by SVPBD.
• Maintains highly confidential files for SVPBD
• Interacts with regional administrative assistants to ensure coordination of workflow and shared project information.

MINIMUM QUALIFICATIONS :