Supervisor, Construction Administration

Job Location:

Simon Property Group is the global leader in retail real estate. We are an S&P 100 Company and have been named Fortune’s Most Admired Real Estate Company six times in the last decade. Working at Simon provides the opportunity to gain experience from the best in the industry and to be a part of a success story. Our culture fosters innovation and creates dynamic career opportunities for those who embrace our core values of passion, entrepreneurial spirit, and commitment to excellence and who want to make an impact on our continued success. Discover Your Potential. Discover Simon.

PRIMARY PURPOSE:

This position is responsible for supporting the internal business requirements of Simon Construction Group (SCG).  This includes the complete coordination of all internal business processes and how they impact SCG and other users.  Must be able to guide and train others on how the process works and the benefits of the standard process.

Principal Responsibilities:

Coordination and Oversight of Administrative Services to include:

• Responsible for the coordination and oversight, of the business/office protocols and procedures of the Administrative Assistants, including, but not limited to, the standard usage of phones, FAXs, emails and outside (overnight) mail.  Coordinate with appropriate corporate services for modifications to existing systems.
• Direct responsibility for the Administrative Assistant (AA) staff, including performance reviews and plans of action to improve performance, where needed.
• Responsible to provide methods for automating manual tasks and workflow and/or integrating new processes into existing workflow
• Responsible for oversight of the practices and procedures that govern SCG files (both paper and electronic) and the coordination of the Administrative Assistants in these efforts, including the standardization of their roles relating to any the Proliance software implementation.
• Responsible to provide training, as necessary, to allow Administrative Assistants to excel in their support of the organization.
• Responsible for seeking out new ways that the Administrative Assistants can provide assistance to SCG personnel, resulting in saved time; or, increased or standardized quality products.
• Responsible for the review of new MSOffice functionality and incorporating improvements into the SCG process.
• Provide interface to other corporate offices for day-to-day office needs and coordination such as supplies, express mail, travel, office services, IS (follow up), procurement card, etc.
• Responsible for maintenance of departmental templates, including the update and archiving of same.
• Assist in any reconciliation necessary between Proliance, JDEdwards and other possible corporate databases.
• Manage the process by which approved PCR/PAF budgets are entered into the system
• Checking for data issues
• Resolving conflicts with JDE
• Monitoring partnership approvals
• Communicating flow into and out of DEC budget
• Performing other duties as assigned.

MINIMUM QUALIFICATIONS:

• Proven success at managing, organizing, and executing programs across an office environment
• Ability to implement policy and procedure and establishing metrics to track same.
• Able to work on multiple projects simultaneously.
• Excellent coordination and communication skills.
• Ability to troubleshoot and resolve system and program errors.
• Strong leadership and team management skills.
• Excellent computer and math skills
• General knowledge of construction management process

• Must be comfortable working in a team environment and with deadlines.
• Ability to evaluate information and analyze problems logically to develop solutions.
• Excellent organizational, supervisory and decision making, and critical thinking skills essential.
• Must be computer literate and receptive to emerging technology and software programs, and proficiency in Microsoft 365 with advanced knowledge of Microsoft Excel.

EXPERIENCE/SKILLS

• Detail-oriented, self-starter with a passion for success.
• High sense of urgency, with the ability to multi-task.
• Customer Service attitude.
• Excellent written and oral communication abilities.
• Proficient in typical office software (MSOffice,)
• Knowledge of typical capabilities available in MSProject, Notes, JDEdwards
• Knowledge of typical capabilities available in document/process management software
• Excellent organizational and prioritization abilities